Job Title: Office Assistant (Path to Executive Assistant)
Job Overview
We are seeking an Office Assistant to provide administrative support to an office manager, one executive, and multiple departments. This role focuses on calendar coordination, records and document management, scheduling, correspondence, reception operations, and broad executive office support. This position offers informal mentorship and training, with an opportunity to progress toward an Executive Assistant role through expanded responsibilities over time.
Responsibilities
• Calendar & Scheduling: Coordinate complex calendars and meetings for one executive and multiple departments.
• Document Management: Prepare, organize, and maintain digital and physical records and documents.
• Data Integrity: Enter and update data accurately across various corporate databases.
• Workflow Management: Manage files and document workflows seamlessly using Google Sheets, Google Drive, Dropbox, and DocuSign.
• Executive Correspondence: Prepare professional correspondence and executive documents.
• Travel & Logistics: Coordinate travel arrangements and assist with expense tracking activities.
• Office Operations: Track office supplies, assist with replenishment, provide meeting support, process incoming/outgoing mail, and serve as the primary reception contact.
• Professional Growth: Support the executive office and actively develop toward an Executive Assistant role through mentorship, training, and expanded responsibilities.
Required Qualifications
• Experience: 4+ years of professional experience in office administration or corporate support.
• Education: High school diploma, GED, or equivalent.
• Technical Proficiency: Proven expertise with Google Workspace (Sheets, Docs, Drive), Dropbox, and DocuSign.
• Communication Skills: Exceptional written and verbal communication skills with a strong focus on professional customer service.
• Organizational Skills: Excellent organization, time-management capabilities, and meticulous attention to detail.
• Discretion: Demonstrated ability to handle sensitive executive data and confidential information with absolute discretion.
• Adaptability: Ability to multitask effectively, prioritize workloads, and adapt quickly to shifting departmental needs.
Preferred Qualifications
• Technical Background: Prior experience in digital document management, accurate high-volume data entry, and multi-line reception operations.
• Problem-Solving: Strong critical-thinking skills and a proactive approach to resolving scheduling conflicts.
• Career Focus: A strong desire to learn and advance into an Executive Assistant career track through training and mentorship.
Compensation & Hours
• Hourly Rate: $24.00 per hour (starting introductory rate for the first 2 weeks).
• Schedule: Part-time hours. 3 days per week with a minimum of 3 hours per day. Hours of operation occur during standard business hours.