Office Assistant

Mission: The Office Assistant’s mission is to provide exceptional organizational and administrative support to ensure seamless daily operations. They contribute to the company’s success by upholding the principles of the Entrepreneurial Operating System (EOS), fostering clear communication, accountability, and efficiency within the team to achieve shared goals.

Responsibilities

• Manage daily office responsibilities, including filing, scheduling meetings or events, and maintaining organizational systems.
• Serve as the primary point of contact for facilitating internal and external communications, ensuring messages are delivered accurately, promptly, and to the appropriate parties.
• Maintain accurate records and documentation, including data entry, reporting, and filing.
• Schedule, prepare materials for, and document meetings, including taking minutes and following up on action items.
• Monitor and manage office supplies inventory, placing orders as needed to avoid shortages.
• Greet visitors, answer phone calls, and direct inquiries to the appropriate team members.
• Assist with coordinating team projects, deadlines, and workflows to enhance productivity.
• Communicate with vendors and clients, addressing inquiries and ensuring excellent service delivery.
• Issue purchase orders (POs) and log data to assist the Purchasing Department in managing workflows and inventory.
• Support the AP department with billing, receiving purchase orders (POs), and maintaining accurate records of transactions.
• Assist the HR department with timekeeping, ensuring accurate employee attendance records and compliance with policies.
• Help coordinate team events, travel arrangements, and company activities as required.
• Address and resolve office issues efficiently, escalating to leadership when necessary.
• Foster a positive, collaborative environment that aligns with company values and goals.

Requirements

• Minimum bachelor’s degree in business, management, or a related field.
• 3+ years of experience in a similar role, with a proven track record of driving results.
• 3+ years of experience with QuickBooks or similar systems.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office management software; experience with NetSuite or an ERP system.
• Resourceful in addressing and resolving office challenges effectively and efficiently.
• Strong ability to prioritize tasks, manage time effectively, and maintain organized workflows.
• High level of accuracy in managing data, records, and documentation.
• Excellent written and verbal communication, with the ability to interact professionally with team members, clients, and vendors.
• Proven ability to work collaboratively in a team-oriented environment while also managing independent tasks.
• Familiarity with AP processes, including billing, and processing POs.
• Experience with issuing POs and tracking purchasing data to assist with inventory and procurement processes.
• Understanding of basic HR processes, including timekeeping and employee record management.
• Professional demeanor and strong interpersonal skills for managing vendor and client relationships.
• Flexibility to handle multiple tasks in a fast-paced environment, adjusting priorities as needed.
• Commitment to maintaining confidentiality and professionalism when handling sensitive information.
• Knowledge of or experience implementing the Entrepreneurial Operating System (EOS) is preferred but not required.

Schedule

7am – 4pm, Mon – Fri (excluding federal holidays) – Fridays are a rotating remote schedule.

Pay

$22 - $27 per hour commensurate with experience & education.

Benefits

• Medical, dental, and vision insurance.
• 401(k) available after 60 days.
• 3 weeks paid time off per year, accrued bi-weekly.
• 5 paid holidays per year.