Office Assistant

Responsibilities

• Serve as a central point of coordination for leadership, employees, clients, and outside partners to ensure clear and effective communication.
• Oversee executive calendars by arranging meetings, resolving scheduling conflicts, and keeping priorities aligned.
• Cook up business travel, lodging, and related logistics for leadership and visiting stakeholders.
• Prepare, review, and reconcile expense documentation while supporting accounts payable and other administrative records.
• Maintain office inventory levels and replenish workplace essentials, including supplies and refreshments, to support uninterrupted operations.
• Draft, edit, and organize internal and external correspondence, presentations, and other business documents in a clear and consistent format.
• Record key discussion points and action items during meetings and distribute accurate notes when needed.
• Track property-related initiatives, follow up on outstanding items, and communicate progress updates to appropriate stakeholders.
• Arrange maintenance requests and repair services for the office while helping oversee local certification and renewal requirements.
• Provide reception and general administrative support to senior executives and the broader team as business needs require.

Requirements

• Demonstrated experience in office management, administrative support, or executive support within a business environment.
• Strong ability to manage calendars, communications, and multiple priorities with accuracy and discretion.
• Hands-on experience ordering, organizing, and maintaining office supplies and shared workplace inventory.
• Familiarity with expense reporting, invoice handling, and accounts payable support.
• Strong communication skills with the ability to interact effectively with executives, employees, clients, and vendors.
• Experience handling front desk or receptionist responsibilities in a service-oriented manner.
• Proficiency with standard office software and business correspondence formatting.
• Strong organizational skills with the ability to follow through on maintenance issues, projects, and administrative deadlines.
• Bilingual Spanish is a plus.