What are the responsibilities and job description for the Office Assistant position at IANS?
Position Summary
We are seeking a reliable and detail-oriented Office Assistant to support daily office operations on a temporary, part-time basis. This individual will help keep our office running smoothly by managing supplies, coordinating vendors, supporting employees, and ensuring a welcoming environment for staff and guests.
Key Responsibilities
We are seeking a reliable and detail-oriented Office Assistant to support daily office operations on a temporary, part-time basis. This individual will help keep our office running smoothly by managing supplies, coordinating vendors, supporting employees, and ensuring a welcoming environment for staff and guests.
Key Responsibilities
- Office Operations & Facilities Management
- Retrieve and distribute daily mail and incoming packages.
- Manage access cards for new hires and replacements.
- Keep office closets, storage areas, and shared spaces organized.
- Manage printers (paper and toner) and submit maintenance tickets.
- Oversee technology e-waste disposal and coordinate with vendors.
- Maintain office first aid kit and emergency safety plan.
- Manage office supplies inventory.
- Prepare, clean, and reset conference rooms as needed.
- Care for office plants.
- Food, Beverage & Internal Meeting Support
- Coordinate food orders, catering, and lunch delivery platforms (e.g., Relish).
- Support office events, including setup and cleanup.
- Maintain coffee, cold brew, and water cooler stations.
- Order snacks, fruit, and kitchen supplies.
- Perform regular fridge cleanouts and load/unload dishwasher.
- Administrative & Employee Support
- Forward building communications to employees.
- Manager visitor system and reserve internal and external meeting and conference rooms as needed for interviews and trainings.
- Greet and assist visitors and guests.
- Provide light administrative support, including basic scheduling tasks.
- Highly preferred: Prior experience in office administration or facilities.
- Strong organizational skills and attention to detail.
- Ability to manage multiple tasks with a proactive, can-do attitude.
- Comfortable working independently and problem-solving in real time.
- Strong communication and interpersonal skills.
- This is a temporary, part-time position, onsite in downtown Boston (Government Center location). Desired hours 9-2pm with some flex.
- Physical requirements include occasional lifting of packages and supplies (up to 25 lbs) and being onsite regularly.
