Summary:

The Office Assistant will execute a variety of administrative functions in a fast-paced environment, supporting the local office. Will work cross-functionally to create and utilize processes and systems to ensure the safe, efficient and effective operation of the office environment.

*This role is part time, up to 20 hours per week.

Responsibilities:

• Screening, greeting and directing guests, includes registering visitors on Eden (visitor desk management platform),
• Answer and transfer phone calls, providing information about the organization to interested parties
• Collect and input departmental data, prepare and distribute reports, process paperwork and maintain physical or computer files
• Arrange for facilities maintenance, as needed
• Oversee and enforce administrative and operating policies and processes, interpreting for other team members and resolving administrative issues and inquiries
• Collect and distribute mail and packages
• Assist teams with planning and executing logistics for meetings, conferences and engagement events. Includes meeting or event organization, planning, catering arrangements and agenda preparation
• Maintain office supply inventory. Includes researching, sourcing and purchasing office supplies, furniture, and drink & snack products
• Coordinate repair and maintenance of office equipment, managing various vendors
• Run errands, as needed
• Assist with ad-hoc tasks around document preparation, light analysis on data and / or small projects
• Maintain professionalism and confidentiality at all times
• Work collaboratively and provide ‘white glove’ service to internal customers

What we are looking for:

• Driven, self-directed and takes initiative
• Ability to work independently without supervision
• Ability to organize information effectively while keeping a keen attention to details
• Strong communication skills, both verbal and written
• Ability to establish and maintain good working relationships with team members, guests of the office, external vendors and building management
• Ability to function in a high-paced and stressful environment
• Proficient knowledge of Outlook calendaring, Excel, Word and PowerPoint