Job Description

Office Assistant

A growing organization is seeking a seasoned Office Assistant to provide high-level administrative and operational support in a fast-paced office environment. This is a fully onsite role requiring a Monday through Friday schedule and is not eligible for remote, hybrid, or flex scheduling.

The Office Assistant will play a key role in ensuring the smooth day-to-day operation of the office by supporting leadership, office staff, and project teams with a wide range of administrative, financial, and operational responsibilities.

Key Responsibilities

• Provide administrative support to office leadership, including calendar management, appointment scheduling, conference calls, travel arrangements, expense reports, and meeting coordination.
• Support office staff and leadership with daily operational and administrative tasks.
• Assist project teams with proposal development and project-specific tasks such as issuing purchase orders, maintaining schedules, tracking budgets, and monitoring financial information.
• Manage reception area duties including greeting visitors, answering phones, and directing inquiries appropriately.
• Plan, coordinate, and facilitate onsite and offsite meetings, trainings, and events.
• Coordinate office events, catering, conference room scheduling, and event setup and breakdown.
• Prepare correspondence, meeting agendas, meeting minutes, reports, presentations, memos, and other business documents.
• Gather, compile, proofread, and analyze information for reports, presentations, and financial documentation.
• Utilize Excel and PowerBI to analyze business plans, budgets, and financial reports.
• Maintain seating and organizational charts using Visio.
• Review and process office expenditures, accounts payable invoices, and budget tracking.
• Oversee office appearance, supplies, furniture, equipment, kitchenette organization, and inventory management.
• Administer office security access, including badges and keys.
• Support onboarding and offboarding activities in coordination with management and human resources.
• Manage office correspondence, mail, packages, and communications.
• Coordinate with building management regarding office maintenance and facility needs.

Qualifications

• High School Diploma or GED required.
• Minimum of 4 years of relevant office, administrative, or clerical experience required.
• Advanced proficiency with Microsoft Word, Excel, and PowerPoint required.
• Experience using PowerBI and Visio strongly preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Ability to work independently with strong reliability, professionalism, and problem-solving abilities.
• Demonstrated ability to interact effectively with leadership, clients, vendors, and business partners.
• Ability to maintain discretion and confidentiality.

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