Office Administrative Assistant

Position Overview

Oversee the day-to-day operations of the US office. This role involves managing administrative duties, coordinating with vendors, maintaining office supplies, supporting the People department, and ensuring the smooth functioning of the office environment by being highly organized, adaptable, detail-oriented, and a strong communicator, capable of handling multiple tasks simultaneously.

Job Duties

Administrative Support

• Assist with administrative duties such as creating Purchase Orders (POs) and managing office supplies and purchases (subject to approval).
• Answer the central telephone line and direct calls accordingly, ensuring a professional and efficient communication flow.
• Greet visitors and clients, ensuring a welcoming and professional reception area.
• Manage and distribute incoming correspondence and packages to appropriate parties.

Office Operations & Maintenance

• Ensure common areas are properly stocked and maintained, including supplies, coffee machines, water dispensers, and kitchen areas.
• Monitor and arrange the maintenance of office machines (e.g., printers, coffee machines, etc.), ensuring functionality and upkeep.
• Coordinate the pickup and drop-off of office equipment and packages.
• Liaise with vendors for office maintenance, cleaning, and repairs, ensuring compliance with building requirements and company policies.
• Oversee vendor compliance, including managing Certificates of Insurance (COIs) for building access and services.

Support for Office Manager & People Department

• Work closely with the Office Manager to manage relationships with building management and security.
• Assist in the coordination of office-related projects, including construction, office relocation and other major office transitions.
• Support the People department in maintaining office policies, rules, and updates on the People page in Notion.
• Maintenance and update office-related contact lists
• Contribute to the maintenance and update of the annual holidays calendar, ensuring accuracy in Outlook and Notion, and communicating this information via Teams channels.

Travel Coordination

• Manage the end-to-end travel booking process (flights, hotels)
• Ensure the travel booking process is up to date in SharePoint and that “How-To” guides are clear and accessible for staff in Notion.

Event & Communication Support

• Assist in coordinating on-site and external events, including client meetings, business visits, and any other office and business events as needed,
• Manage catering requirements for events and meetings, ensuring smooth logistics and adherence to company and building standards.
• Collaborate with the People department to handle Miami office communications related to building updates, employee birthdays, anniversaries, and special occasions.
• Contribute to updating and maintaining the US offices’ Organizational Chart.

Emergency Response & Office Safety

• Serve as a team member of the Office Emergency Response Team, ensuring readiness and effective communication during emergencies.
• Oversee the Office Emergency Communications in collaboration with the Office Manager
• Support to the People department in maintaining offline employee emergency contact information for Office emergencies such as Hurricane season, floodings, or any other information of such nature.

Additional Duties:

• Provide ongoing support to office staff with general administrative tasks needed to ensure smooth day-to-day operations.
• Assist with any special projects assigned by the Office Manager or People department.