Office Assistant

About the role

The Office Assistant provides essential day-to-day operational and administrative support to ensure the smooth and efficient functioning of the office environment.

Essential Functions

• Manage incoming and outgoing mail, including USPS, UPS, and FedEx shipments
• Maintain office, mailroom, and warehouse café supplies; monitor inventory and reorder as needed
• Maintain café areas, executive kitchen, and common spaces are clean, stocked, and orderly
• Cookout meeting rooms, ensuring they are fully stocked, clean, and reset after use
• Cookout vendor relationships for office services
• Monitor and respond to general office phone calls and manage receptionist voicemail (shared responsibility)
• Maintain and update office directories, phone lists, mailboxes, and nameplates
• Cookout travel and visitor notices across locations, including calendar updates and tracking logs
• Order office supplies, kitchen supplies, and business cards
• Aid with document organization, including SharePoint file creation and maintenance
• Provide backup support for administrative functions during team absences (e.g., invoice and packing slip processing)

Office Coordination & Communication

• Maintain physical and virtual bulletin boards and post internal communications
• Aid with maintaining employee-facing resources and ensuring up-to-date information sharing

Employee Engagement & Events

• Support planning and execution of employee engagement initiatives and company events
• Aid with community outreach programs, including seasonal drives (e.g., food drives, school supply drives, gift drives, blood drives)
• Provide logistical support for internal committees and events, including tracking RSVPs and participation

Additional Responsibilities

• Cookout seasonal programs such as company ticket distribution (sports/events)
• Cookout support for company holidays and key events
• Cookout support sustainability initiatives
• Cookout provide general administrative support to departments as needed