JOB OVERVIEW

The office assistant oversees all office operations, maintaining systems, supplies, and equipment inventory. They support internal staff with administrative tasks, ensuring the office runs smoothly and maintains a clean and tidy atmosphere.

RESPONSIBILITIES

Office Operations

• Answer and direct telephone calls in a courteous, positive, and friendly manner.
• Greet and welcome visitors warmly and professionally.
• Maintain a clean and organized office.
• Handle incoming and outgoing mail.
• Ensure conference rooms are clean and prepared for all meetings.
• Provide administrative support such as updating documents, photocopying and filing.
• Restock daily: printer paper, coffee, water in coffee maker, soda/water in kitchen and conference room refrigerators and snacks.
• Assist with errands including but not limited to mail, pick-ups, deliveries, and shopping.
• Manage office supply and kitchen inventories and place orders.
• Manage support email accounts.
• Manage database of contacts.
• Maintain all greens and floral.
• Oversee holiday gift giving project including research, list review, greeting card and distribution.
• Prep weekly staff email and send to President for distribution.

EVENT SUPPORT

• Assist with proposals and budget documents.
• Set up new jobs including event calendar invites, add job to hours schedule, add to jobs awarded report, set up network folders, add job to flow, phone line set up.
• Assist with event set-ups and event staffing on an as needed basis.
• Print name tags and event materials.
• Responsible for all assembly related projects including gifts, name tags, invitations, etc.
• Proofread client documents, web sites, invitations, fliers, etc.
• Print post event thank you notes and envelopes, get signatures and mail.
• Assist with the coordination of all post event meeting celebrations held at AE Office.

HUMAN RESEOURCES ASSISTANCE

• Employee onboarding preparations including but not limited to preparing desk with necessary supplies and equipment.
• Serve on Celebrations Committee and assist with the planning and execution of company events, employee engagement, staff anniversary and birthday activities.

QUALIFICATIONS

Experience

• 2+ years of experience working in an office setting Technical Skills
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Publisher.
• Proficient with printing name badges using mail merging software Core Competencies
• Effective verbal and written communication.
• Delivering high levels of service and customer satisfaction.
• Accurate typing at a minimum of 50 wpm; proficient with calculator, fax machine, and copier.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Publisher.
• Strong attention to detail in tasks such as data entry, filing, and document preparation.
• Ability to multitask effectively and meet deadlines.
• Skilled in problem-solving and analytical thinking.
• Strong organizational skills for maintaining office operations and managing supplies.
• Excellent interpersonal skills for professional and friendly interactions with colleagues, visitors, and vendors.

PHYSICAL & WORK ENVIRONMENT REQUIREMENTS

Sitting:

The office assistant will spend long periods sitting at a desk or computer workstation.

Standing/Walking:

Some tasks may require standing or walking within the office environment.

Lifting:

The ability to lift and move office supplies and materials, typically up to 25 pounds.

Reaching/Bending:

May be required to reach for and handle items, as well as bend or stoop to access files or equipment.

Vision:

Must have clear vision to read documents, use a computer, and navigate the office environment.

Adaptability:

Willingness to adapt to changing priorities and work environments.

Stress Management:

Ability to work effectively under pressure and handle stressful situations with composure. HOURS

• This position is part-time and will be required to work up to 30 hours per week.

Pay:

$15.00 - $19.00 per hour

Work Location:

In person