Office Assistant

GENERAL SUMMARY :

We are seeking a dynamic and organized Office Assistant to join our team and provide essential support across various departments.

The ideal candidate will be a proactive individual with excellent communication skills and the ability to multitask effectively.

This role involves a wide range of responsibilities including front desk support, legal assistance, HR / facilities management, event coordination, accounting support, and acting as a backup to designated personnel during their absence.

KEY RESPONSIBILITIES

Front Desk Support :

Warmly greet customers and vendors, ensuring a positive experience

Accept and sign for incoming packages, distributing them promptly

Assist associates with product purchases and inquiries

Manage the welcome message displayed on the TV screen

Executive Support :

Back-up to the Manager for completing administrative tasks for the CEO including : calendar appointments; expense reports;

detailed travel plans, itineraries, and agendas; and compile documents for travel-related meetings

Legal Support :

Code invoices accurately and create purchase orders as required

Assist in the preparation and coordination of Board of Director meetings

HR / Facilities Support :

Sort and distribute mail efficiently, ensuring timely delivery

Manage shipments from the mailroom, organizing and distributing items accordingly

Place orders for janitorial supplies and maintain inventory

Serve as the point of contact for towel service, water filtration systems, vending machines, and shred bins

Code invoices and create purchase orders in accordance with company procedures

Events Team Support :

Assist coordinating meetings, ensuring all necessary arrangements are in place

Provide logistical support for company events, both on-site and off-site

Manage invoicing for Business Travel Allowance (BTA) expenses related to events

Accounting :

Assist the Accounts Payable (AP) Supervisor with various tasks as needed

Other Responsibilities :

Assignments may involve work of a confidential and complex nature, necessitating exposure to sensitive information and requiring considerable discretion, judgment, initiative, tact, and diplomacy as well as a practical knowledge of the practices and procedures of the function, general company policies and programs.

Act as backup to designated personnel, such as the Manager, Executive Administration, during periods of absence or PTO

Other administrative duties or special projects as assigned

Required Skills

SKILLS / KNOWLEDGE / ABILTIES REQUIRED :

Proficiency in MS Office Suite (Word, Excel, Outlook and PowerPoint)

Strong organizational and multitasking skills with keen attention to detail

Excellent communication and interpersonal abilities

Ability to work effectively both independently and as part of a team

Proactive approach to problem-solving and task management

Required Experience

Previous experience in an administrative or office support role preferred

SKILLS / KNOWLEDGE / ABILTIES REQUIRED :

Proficiency in MS Office Suite (Word, Excel, Outlook and PowerPoint)

Strong organizational and multitasking skills with keen attention to detail

Excellent communication and interpersonal abilities

Ability to work effectively both independently and as part of a team

Proactive approach to problem-solving and task management