Community Assistant
The Role
The Community Assistant plays a key role in delivering an exceptional workplace experience by supporting the Community Coordinator and Community Manager in the day-to-day operation of the office. This position is responsible for providing hospitality-driven service, reception support, workplace coordination, event assistance, administrative support, and general office organization to ensure a welcoming, professional, and productive environment for employees, visitors, and stakeholders.
The ideal candidate is highly organized, service-oriented, proactive, and passionate about creating a positive workplace experience while supporting operational excellence.
Key Responsibilities
Workplace Operations Support
- Support the daily delivery of workplace services to ensure a professional, welcoming, and highly functional office environment.
- Assist the Community Coordinator and Community Manager with workplace initiatives, operational priorities, and special projects.
- Help maintain office readiness by conducting routine workplace inspections and identifying areas requiring attention.
- Coordinate office supplies, pantry inventory, and workplace consumables, ensuring appropriate stock levels are maintained.
- Assist with submitting, tracking, and following up on facilities and maintenance requests.
- Support incident documentation, communication, and resolution activities as directed.
- Maintain the organization of common areas, storage rooms, lockers, filing systems, and office resources.
- Assist with workplace audits, compliance activities, and health and safety initiatives.
- Help prepare operational reports, presentations, and workplace metrics.
- Foster a welcoming, respectful, and inclusive workplace environment where all employees, visitors, vendors, and partners feel valued, supported, and able to contribute fully.
Reception & Guest Experience
- Serve as a primary point of contact for employees, guests, vendors, and visitors.
- Greet visitors and provide a professional check-in and check-out experience.
- Assist visitors with directions, building access, Wi-Fi information, and workplace amenities.
- Coordinate visitor registrations, passes, group arrivals, and security requirements.
- Answer general office inquiries and route requests appropriately.
- Assist with transportation arrangements and parking validation when required.
- Support communication of workplace policies, procedures, and office updates.
Meeting & Event Support
- Support the scheduling and coordination of meeting rooms and workplace spaces.
- Prepare meeting rooms to ensure readiness before meetings and events.
- Coordinate catering deliveries, setup, and cleanup for meetings and office events.
- Assist with employee engagement activities, office celebrations, and community-building events.
- Support event logistics, vendor coordination, and attendee experience.
Facilities & Vendor Coordination
- Assist in coordinating relationships with landlords, building management, vendors, and service providers.
- Escort vendors and contractors as required while on-site.
- Monitor completion of vendor services and escalate issues as needed.
- Obtain quotes, gather service information, and support vendor documentation processes.
- Help ensure workplace service standards are maintained across all areas of responsibility.
Administrative & Team Support
- Provide administrative support to the Community Coordinator and Community Manager.
- Assist with report preparation, data tracking, spreadsheets, presentations, and workplace communications.
- Maintain accurate records, documentation, and operational files.
- Support regional workplace initiatives and cross-functional projects.
- Provide backup support for team members and contribute to overall team objectives.
- Perform other duties as assigned to support the employee experience and workplace operations.
Qualifications
Required
- 1-3 years of experience in hospitality, customer service, office administration, workplace experience, or a related field.
- Strong verbal and written communication skills.
- Proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Teams.
- Excellent organizational skills and attention to detail.
- Ability to effectively prioritize multiple tasks in a fast-paced environment.
- Professional demeanor with a strong customer-service mindset.
Preferred
- Experience supporting office operations, facilities, workplace services, or corporate reception functions.
- Experience coordinating meetings, events, or hospitality services.
- Familiarity with helpdesk ticketing systems and vendor coordination.
- Experience preparing reports, presentations, and administrative documentation.
Skills & Competencies
- Customer-first mindset with a positive, service-oriented approach.
- Strong interpersonal skills with the ability to build relationships at all levels.
- Self-motivated, proactive, and eager to learn.
- Organized, dependable, and detail oriented.
- Resourceful problem-solver with sound judgment.
- Ability to remain calm and professional under pressure.
- Collaborative team player who supports shared goals and priorities.
- Adaptable and flexible in a changing work environment.
- Commitment to creating a positive, welcoming, and inclusive experience for all employees, visitors, and partners.
Commitment to an Inclusive Workplace
We are committed to creating a workplace where everyone feels welcomed, respected, and empowered to succeed. The Community Assistant plays an important role in fostering an inclusive environment by ensuring all employees, visitors, vendors, and stakeholders receive equitable, professional, and respectful support and service. Through every interaction, this role helps build a workplace culture where people feel connected, valued, and supported.
Work Requirements
- On-site presence five days per week in Philadelphia
- Occasional support outside normal business hours for events, meetings, or operational needs.
- Ability to move throughout the office and occasionally lift or transport office supplies and event materials.
- Ability to maintain a professional workplace environment through light organization, restocking, and upkeep of common areas.
This is an excellent opportunity for an individual seeking to grow a career in workplace experience, hospitality, community management, or office operations while working closely with and supporting both the Community Coordinator and Community Manager.
