Office Assistant

Position Summary

The Office Assistant enhances Chief Engineer of Research & Development and CEO productivity at our Florida office by anticipating needs and executing administrative priorities, enabling leaders to focus on global strategy. Serving as a trusted partner and respected gatekeeper. This role supports visiting executives and ensures seamless daily operations for our research-focused site.

About the Role

Serving as a trusted partner and respected gatekeeper. This role supports visiting executives and ensures seamless daily operations for our research-focused site. Upholds our Culture Pillars: To Be Trustworthy, Knowledgeable, Caring, and a Sense of Fun.

Core Responsibilities / Essential Duties

• Manage calendar, meeting schedules, agendas, presentations and follow-up action items for senior leaders.
• Cook up full travel planning and logistics for visiting executives and in-office (bookings, itineraries, accommodations, and on-site arrangements).
• Prepare and reconcile expense reports; participate in monthly corporate credit card reconciliation.
• Serve as front desk lead: greet visitors, create security badges, receive packages (Amazon, UPS, etc.), and manage incoming mail.
• Purchase and maintain office and research supplies; track inventory and place orders as needed.
• Coordinate domestic and international shipping; track shipments and liaise with carriers.
• Maintain kitchen and conference room areas; purchase food for office and visitors.
• Run errands (FedEx, Post Office) and handle ad-hoc administrative requests.
• Manage relationships with building vendors and suppliers (e.g., HVAC, electrical, janitorial) and act as the point of contact for third-party vendors, direct selling suppliers, and industry associations.
• Support corporate presentations using AI-assisted design/content tools when required.
• Collaborate cross-departmentally to meet timelines for project deliverables; may attend key meetings to capture action items and takeaways.
• Ensure leaders are informed of important milestones and deadlines and coordinate regularly with CEO Admin to align meeting needs.
• Incorporate and follow project management processes and complete SOPs in administration impact areas as requested.

Qualifications & Experience

• High school diploma required; some college or trade school preferred.
• 3–5+ years of executive administrative experience, including calendar and travel management.
• Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint).
• Experience with procurement and vendor management; familiarity with shipping and logistics preferred.
• Prior project management experience is a plus.
• High level of integrity, confidentiality, and reliability.
• Excellent problem-solving and decision-making skills; strong prioritization and strategic planning abilities.
• Exceptional interpersonal skills and emotional intelligence.
• Clear written and oral communication, strong listening and comprehension.
• Well-organized, detail-oriented, and solution-minded.