Office Assistant

About the role

The Office Assistant is the engine that keeps our office running and our customers feeling appreciated. This is not a clock-in, clock-out role. We’re looking for someone with an entrepreneurial mindset—someone who sees a need and fills it before being asked, follows through on every task without a reminder, and treats this office like it’s their own. The right person is high-energy and proactive in everything they touch, has an eye for detail that matches what other people miss, communicates warmly with both teammates and customers, and brings excellence to tasks that other people might consider beneath them. There is no task too small for someone who understands that the small things are what make a company feel cared for.

Responsibilities

• Order and maintain office supplies inventory; anticipate needs before stock runs out.
• Handle daily post office deliveries and pickups.
• Manage shipping of customer devices within specified time frames.
• Perform light office cleaning duties: trash, wiping down surfaces in the office and kitchen, and maintaining general tidiness.
• Maintain and organize the break room and shared spaces.
• Book flights, hotels, and rentals for the team.
• Provide a warm welcome to guests and visitors.
• Support the recruitment process by assisting with interviews.
• Own end-to-end planning and execution of quarterly company events and quarterly partner events as the POC.
• Handle billing inquiries via phone and create and manage corresponding tickets in HubSpot.
• Maintain and organize customer records across HubSpot and the shared drive to ensure accuracy and accessibility.
• Create and assemble marketing baskets and other appreciation gifts for customer delivery.
• Prepare and send out appreciation cards for thank-you notes, anniversaries, and holidays—on time, every time.
• Manage and replenish supplies for customer hospitality baskets including cards, shirts, pens, mugs, and notepads.
• Oversee marketing and sales materials for employee use.
• Organize, stock and set up supplies for various office events.
• Assist in the preparation of marketing materials for office expos and other events.
• Coordinate with the team on event logistics: A/V needs, signage, name badges, seating, agenda printing, and any specialty equipment.
• Manage the sign-up process from start to finish: build the event sign-up sheet, track RSVPs, send confirmations and reminders, and produce the final attendee list.
• After every event, run a debrief: what worked, what didn’t, and what changes for next quarter.
• Maintain a personal task system that ensures nothing assigned is ever forgotten or dropped.
• Identify gaps and inefficiencies in office operations and bring solutions, not just problems.
• Look for ways to make the office, the team, and the customer experience better—without waiting to be told.
• Perform other duties as assigned to support office operations.

Qualifications

• High-energy and positive. You bring genuine warmth and good energy into the office every day, and people feel it.
• Entrepreneurial. You see a need and fill it. You don’t wait for permission to make things better.
• Proactive in everything. You’re thinking one step ahead—supplies before they run out, cards before the deadline, problems before they become problems.
• Strong follow-through. If you’re tasked with it, it gets done. You have a system that ensures nothing slips, ever.
• An eye for detail