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:

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