Office Assistant

About the role

The Office Assistant / Executive Assistant to the Senior Vice President supports executive leadership and ensures the smooth operation of daily office functions.

Responsibilities

• Manage the Senior Vice President's calendar, meetings, appointments, and scheduling priorities
• Coordinate executive communications, including emails, phone calls, correspondence, and meeting preparation
• Arrange travel accommodations, itineraries, and expense reporting as needed
• Prepare reports, presentations, meeting materials, and other executive documentation
• Serve as the primary point of contact for visitors, clients, and internal team members
• Answer and direct incoming calls while providing professional customer service
• Organize, scan, file, and maintain confidential client and company documentation
• Assist with data entry, reporting, billing support, and administrative projects
• Maintain office supply inventory and coordinate purchasing to support daily operations
• Receive, distribute, and process incoming and outgoing mail and deliveries
• Maintain an organized, professional office environment that reflects company standards
• Support cross-functional teams with administrative tasks and special projects as business needs evolve
• Maintain strict confidentiality and ensure compliance with company policies and data security standards

Qualifications

• Strong organizational and time management skills with exceptional attention to detail
• Excellent verbal and written communication skills
• Ability to manage multiple priorities and adapt quickly in a fast-paced environment
• High level of professionalism, discretion, and sound judgment when handling confidential information
• Strong customer service mindset with a positive, solutions-oriented attitude
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with CRM or business software preferred
• Ability to work independently while collaborating effectively across departments
• Proactive, dependable, and highly accountable approach to work