Office Assistant

About the role

The Office Assistant supports the administrative needs of the company, focusing on day-to-day operations, event coordination, and office maintenance.

Responsibilities

• Manage day-to-day office operations, including supplies, kitchen stocking, and vendor coordination.
• Cook meeting coordination, booking conference rooms, and arranging catering.
• Maintain a professional, organized office environment.
• Decorate office for various events, holidays, and activities.
• Set up and support onsite meetings, including sales meetings, leadership sessions, customer visits, and internal meetings.
• Answer phones, take messages, direct visitors, and greet onsite visitors.
• Process, scan, and route mail and other sensitive documents.
• Manage agreements, key documents, and high-priority mail, ensuring items are routed to the appropriate leader in a timely manner; ship documents, employee gifts, and other items.
• Assist in maintaining office equipment, troubleshooting minor issues, and scheduling maintenance in coordination with IT.
• Serve as the primary onsite point of contact for employees, visitors, candidates, partners, and building management.
• Support workplace safety and office compliance, including OSHA-related requirements.
• Report building issues to building management.
• Collaborate with marketing and other professionals to coordinate branded materials.
• Aid leadership team with travel, booking hotels, and events.
• Help plan and support quarterly company-wide Town Hall meetings.
• Partner with HR to plan and support employee engagement initiatives, including team-building activities, volunteer events, and wellness programs.
• Assist with onboarding and cultural integration for new and acquired employees.
• Partner with Learning & Development on onsite and virtual employee workshops.
• Support employee surveys, focus groups, and engagement tracking.
• Support HR Team with physical and digital filing systems, ensuring sensitive documents are organized, secure, and easily retrievable.
• Support onboarding and offboarding logistics for employees.

Requirements

• Ability to work part-time, onsite roughly 20-25 hours a week in our Park Ridge office.
• Bachelor's degree in Business Administration or related field or equivalent work experience.
• At least one year of administrative support experience.
• Experience in a customer-facing role, providing excellent customer service.
• Event planning and employee engagement experience.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent sales and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Benefits

Competitive compensation from $20.00-$23.00/hr, Professional Development Opportunities, Employee Events, Office in Park Ridge, IL - Convenient location to Blue Line.