Office Administrative Assistant

Job Description:

About the role:

• Oversee reception desk and lobby: shipping and receiving; visitor management (NDA); welcomes and directs employees and guest.
• Assist logistics such as escorting vendors, daily catering, mail distribution, office/team event.
• Maintain filing system, both electronic and physical (filling & scanning).
• Maintain overall office appearance and functionality by interfacing with various vendors and building engineers.
• Assist with meeting coordination to include, scheduling, inviting, arranging follow up for various vendor meeting (catering, janitorial, maintenance).
• Monitor equipment such as printer, coffee, water and ice machines, refrigerators, beverage coolers.
• Assist in space management: move, seat assignment, furniture reconfiguration.
• Assist in sending maintenance schedule communication emails.
• Prepare communications such as monthly newsletters, office events.
• Support in onboarding and offboarding
• Coordinate with the Onboarding Team for upcoming new hires.
• Prepare desks for new hires and remove personal belongings for any terminations.
• Set up New Hire Monday Breakfast.
• Office inventory management: kitchen, stationery, janitorial, first aid
• Check inventory and order snacks/drinks/kitchen/restrooms & stationary essentials.
• Re-stock and organize all office supplies.
• Support in various ad hoc tasks: preventive maintenance inspections, answers telephones and direct calls to appropriate staff of takes messages; responds to administrative inquires and questions.