The Office Assistant provides essential day-to-day operational and administrative support to ensure the smooth and efficient functioning of the office environment. This role is responsible for maintaining office organization, supporting internal teams, and enhancing employee experience through facility upkeep, communication support, and event coordination.
Essential Functions
The essential functions of this job require the person, with or without reasonable accommodation, to perform the following:
Office Operations & Facilities
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Manage incoming and outgoing mail, including USPS, UPS, and FedEx shipments
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Maintain office, mailroom, and warehouse café supplies; monitor inventory and reorder as needed
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Ensure café areas, executive kitchen, and common spaces are clean, stocked, and orderly
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Maintain meeting rooms, ensuring they are fully stocked, clean, and reset after use
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Coordinate setup and cleanup for meetings, lunches, and all-day events
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Manage vendor relationships for office services
Administrative Support
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Monitor and respond to general office phone calls and manage receptionist voicemail (shared responsibility)
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Maintain and update office directories, phone lists, mailboxes, and nameplates
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Coordinate travel and visitor notices across locations, including calendar updates and tracking logs
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Order office supplies, kitchen supplies, and business cards
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Assist with document organization, including SharePoint file creation and maintenance
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Provide backup support for administrative functions during team absences (e.g., invoice and packing slip processing)
Office Coordination & Communication
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Maintain physical and virtual bulletin boards and post internal communications
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Assist with maintaining employee-facing resources and ensuring up-to-date information sharing
Employee Engagement & Events
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Support planning and execution of employee engagement initiatives and company events
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Assist with community outreach programs, including seasonal drives (e.g., food drives, school supply drives, gift drives, blood drives)
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Provide logistical support for internal committees and events, including tracking RSVPs and participation
Additional Responsibilities
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Coordinate seasonal programs such as company ticket distribution (sports/events)
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Maintain calendars for company holidays and key events
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Support sustainability initiatives
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Provide general administrative support to departments as needed
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Perform all other duties as assigned
Qualifications
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Strong organizational and time management skills
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Excellent communication and interpersonal abilities
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Ability to manage multiple tasks and prioritize effectively
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Proficiency in Microsoft 365 (Outlook, Excel, SharePoint preferred)
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Detail-oriented with a proactive approach to problem-solving
