The Office Assistant reports into the VP, Operations and supports the day-to-day office activities of the Company as a member of the Operations team.

RESPONSIBILITIES

• Prepare office for staff and guest arrival pursuant to office opening check-list
• Supports reception with coverage of front desk by greeting guests upon arrival, and notifying host
• Anticipate needs of staff and guests to ensure a first-class office experience including offering of beverages, snacks or general assistance
• Accept mail, deliveries and packages and deliver to appropriate recipient
• Courier envelopes and packages, as needed
• Unpack deliveries of office supplies to stock the items throughout office as necessary
• Maintain accurate inventory of kitchen items, supply room items, and items in common areas such as conference rooms
• Check printers for toner and paper supply and replace as necessary
• Prepare, monitor and proactively upkeep company meeting spaces for guests and staff by ensuring table, chairs and surrounding areas are clean and orderly and special amenities are set up and available
• In partnership with IT, monitor, test and troubleshoot AV equipment in all conference rooms in anticipation of upcoming meetings
• In collaboration with other Operations team members, maintain kitchen and communal spaces (including conference rooms, bathrooms, etc) to ensure they are clean, organized and stocked.
  • This will include wiping down counters and tables, putting dishes in the dishwasher, maintaining the coffee machine, and periodically checking other beverage service supplies and equipment

• Report any potential or observed office maintenance issues to appropriate Operations team member
• Run errands including picking up office lunch or coffee orders, as needed
• Assist company executives with general administrative tasks (including scheduling meetings, filing, data entry, photocopying, answering phones, etc) as directed
• Complete assigned office-related projects, including sorting through and organizing office or project-related materials
• Actively collaborate among members of the Operations team and cross-functionally with other departments for event set ups, and breakdowns
• Perform other office-related tasks as assigned by the Operations team

The job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent to this position.