Office Assistant

About the role

Under general supervision, the Office Assistant provides essential administrative and operational support for the department. This entry‑level role serves as the first point of contact for internal and external stakeholders, ensuring smooth daily office operations and assisting the Executive Assistant on various projects.

Key responsibilities

• Answer incoming phone calls, route inquiries, and respond to emails in the department inbox.
• Provide customer service to both external and internal customers.
• Process incoming and outgoing mail, including sorting and distribution.
• Order and manage office supplies, furniture, and break‑room items, ensuring proper receipt and organization.
• Coordinate building maintenance requests and act as liaison with maintenance staff and property manager.
• Manage card‑holder access, including updates for bike barn and gym access.
• Serve as fire warden and point of contact for emergency procedures.
• Assist with building security and access‑related matters.
• Order and distribute business cards, name tags, and name plates.
• Support the Executive Assistant with special projects, administrative tasks, and departmental initiatives.
• Provide backup coverage for the Executive Assistant to maintain continuity of operations.

Required profile

• Entry‑level candidate willing to learn and perform a full range of clerical duties.
• Ability to work under close supervision initially, progressing to greater independence.
• Strong organizational skills and attention to detail.
• Effective communication skills for interacting with staff, customers, and external partners.

Required skills