Office Assistant (Americas)

About the role

The Assistant Office Manager supports the People & Culture Manager with office operations, ensuring a professional, welcoming, and organized workplace. Key responsibilities include serving as a first point of contact, supporting employee engagement, handling mail and packages, ordering supplies, assisting with onboarding/offboarding, managing vendors, overseeing safety protocols, and championing KAYALI’s mission.

Responsibilities

• Serve as a welcoming, friendly, and professional first point of contact for employees, internal and external partners.
• Assist with facilitating all building updates, requirements, and updates as needed.
• Support People & Culture with employee engagement activities, events, off-sites, and recognition programs (e.g., monthly team lunches, birthday celebrations, team activities).
• Handle all incoming and outgoing mail, courier services, and packages (including carrier coordination for pickups and deliveries).
• Order and maintain office supplies, pantry essentials, and inventory stock with relevant department leaders.
• Liaise with People & Culture, along with relevant departments to support onboarding for new joiners (e.g., desk setup, welcome kits, access cards).
• Assist People & Culture, alongside relevant departments to support offboarding employees (recover company equipment, badges, systems termination).
• Manage office vendors (cleaning crews, maintenance, security, IT support, plant services, etc.) and ensure service levels are consistent.
• Oversee workplace safety protocols, emergency procedures, and coordinate building badges/access with property management.
• Maintain office equipment (printers, Wi-Fi, meeting room tech) and escalate issues as needed.
• Act as a point of contact for employee concerns, fostering open communication between employees and Americas Leadership.
• Champion KAYALI’s mission, vision, and values in all People & Culture initiatives.

Requirements

• Experience in Office Management or Workplace Operations
• Minimum 3-5 years of experience managing office operations, facilities, or workplace services in a fast-paced, professional environment
• Strong Organizational & Multitasking Skills
• Proven ability to manage multiple priorities simultaneously, with exceptional attention to detail and the ability to keep operations running smoothly and efficiently
• Excellent Communication & Stakeholder Management
• Strong interpersonal skills with the ability to build relationships across teams, vendors, and leadership, ensuring a seamless and positive workplace experience
• Operational & Problem-Solving Mindset
• Hands-on approach with the ability to anticipate needs, troubleshoot issues quickly, and implement effective solutions to support business continuity
• Proficiency in Office Tools & Systems
• Comfortable using tools such as Microsoft Office (Excel, Outlook), workplace management systems, and basic budgeting or vendor coordination processes