Position Summary- this is an onsite-in office position (not remote or Hybrid)

The Office Assistant provides high-level administrative and operational support to the leadership team, ensuring smooth day-to-day office operations and effective coordination across departments. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Leadership & Administrative Support

• Provide comprehensive administrative support to members of the leadership team, including calendar management, meeting coordination, and travel arrangements.
• Prepare, format, and distribute correspondence, reports, documents, presentations, and meeting materials.
• Serve as a point of contact between leadership and internal/external stakeholders, handling inquiries with professionalism and confidentiality.
• Assist with follow-ups on action items, deadlines, and leadership initiatives.

Office Operations

• Support daily office operations, including ordering supplies, keeping kitchen clean and restocked on snacks and supplies and maintaining office organization.
• Coordinate onsite and virtual meetings, including room setup, technology support, and catering when needed.
• Maintain accurate records, files, and documentation (digital and physical).
• Assist with onboarding logistics for new hires, including office setup and coordination with HR and IT.

Communication & Coordination

• Draft and proofread internal communications, documents and announcements.
• Help plan and coordinate company events, leadership meetings, and team activities.
• Collaborate with cross-functional teams to ensure timely communication and execution of leadership priorities.

Confidentiality & Professionalism

• Handle sensitive and confidential information with the highest level of discretion.
• Represent the leadership team and organization in a professional, courteous manner at all times.

Qualifications

Required

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 3+ years of experience in an administrative, office assistant, or executive support role.
• Strong organizational and time-management skills with keen attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to prioritize tasks, work independently, and adapt to changing priorities.

Preferred

• Experience supporting senior leadership or executive teams.
• Familiarity with office management, vendor coordination, and basic budgeting.
• Experience with scheduling tools, Microsoft Outlook, Word, Power Point and Excel.