Office Assistant

Primary Function

Our client seeks a professional, energetic, and experienced Facility and Office Assistant to ensure the efficient operation of our office space and facilities and provide administrative and operational support to the Office of Finance and Operations. The ideal candidate will be responsible for ensuring a safe, productive, and well-maintained environment for our staff and visitors. This role requires a combination of strong organizational skills, problem solving, attention to detail, effective communication skills, and a customer-service mindset. The role is a temporary contract at 30 hours a week.

Duties & Responsibilities

• Facilities Support:
• Conduct daily walkthroughs of the office to identify maintenance, safety, cleanliness, or operational issues and report findings promptly.
• Assist with reporting and tracking maintenance issues (HVAC, plumbing, electrical, etc.).
• Track vendor visits, work orders, and service completion.
• Liaise with building management and security, proactively leading on maintenance and facilities issues to ensure best-in-class environment for employees and guests.
• Work closely with Events and Audiovisual teams to ensure event spaces are maintained and fully functional. Support logistical aspects related to event security as needed.
• Office Operations:
• Maintain a clean, organized, and welcoming office environment.
• Handle general office and facilities-related requests submitted through the ticketing system.
• Ensure copy rooms, kitchens, pantry spaces, and common areas are organized, presentable, and fully stocked on a daily basis.
• Restock coffee and kitchen supplies daily and clean/maintain coffee machines each day.
• Assist with supply ordering and maintain accurate inventory records.
• Maintain an organized and well-stocked supply closet.
• Coordinate small office reconfigurations and layout adjustments as needed.
• Support onboarding and offboarding logistics, including name tags, access cards, and office tours.
• Administrative Assistance:
• Provide back-up for the Receptionist as needed; greet and direct visitors in a professional, friendly, and hospitable manner.
• Maintain professionalism, reliability, and a positive, customer service-oriented attitude when interacting with visitors, colleagues, vendors, and building staff.
• Other duties may be assigned to meet business needs.

Skills & Qualifications

• Outstanding communication and interpersonal abilities.
• Proactive and solution-oriented mindset with the initiative to identify and resolve issues independently.
• Strong problem-solving skills with the ability to respond quickly and effectively to operational challenges.
• Ability to multi-task in a fast-paced environment.
• Strong, demonstrated experience with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
• Ability to work independently on assigned tasks as well as to accept direction on given assignments.
• Excellent organizational, logistical, and administrative skills.
• Professional appearance.
• This position may be required to work evenings, weekends and other non-standard work hours as needed.
• This position is not eligible for remote work as duties require physical presence at the office.
• Interest in international relations or international policy is a plus.

Education & Experience

• Minimum of 1-3 years of customer service, facility support, and administrative experience.