Office Assistant

Boston MA

Part Time (20 hours/Week)

The Office Assistant plays a vital role in ensuring smooth day-to-day office operations by providing administrative and clerical support to the Office Manager and staff. This part-time position (4 hours per day) requires a proactive and organized individual capable of managing multiple tasks with efficiency and professionalism. The Office Assistant will handle a variety of responsibilities, including maintaining office systems, supporting team projects, preparing reports and presentations, coordinating meetings, and ensuring the office runs efficiently. As the first point of contact for visitors and callers, the Office Assistant will also serve as the face of the office, offering excellent customer service and maintaining a welcoming reception area.

Qualifications:

• Education/Experience:
• Associate's degree in business administration or a related field, OR
• 5 years of related experience.
• Skills:
• Proficient in Microsoft Office (Word, Excel, PowerPoint, etc.).
• Strong verbal and written communication skills.

Responsibilities:

• Office Operations Support:
• Assist with building maintenance coordination through building management.
• Manage and update filing systems, inventory records, and mailing databases.
• Oversee office reception duties: answer phones, greet guests, and direct inquiries.
• Clerical and Administrative Tasks:
• Provide general clerical support, including scanning, copying, and binding reports.
• Prepare PowerPoint presentations, monthly reports, and agendas for meetings.
• Plan and prepare conference rooms for client and team meetings.
• Project and Logistics Coordination:
• Track and log trip tickets for company fleet and rental vehicles.
• Handle purchase order requests and maintain project documentation in Document Locator.
• Assist with project set-ups, archiving closed projects, and creating filing systems.
• Event and Inventory Management:
• Coordinate office events and activities.
• Maintain office supply inventory and ensure copiers are stocked with paper.
• Technical Support:
• Set up and manage audio and video conferencing systems.
• Format data in tables
• Mail and Communication:
• Distribute incoming and outgoing mail.