Office Assistant - Kimberly, United States - A-mazing Events

Description

BASIC FUNCTION:
The office assistant oversees all office operations, maintaining systems, supplies, and equipment inventory. They support internal staff with administrative tasks, ensuring the office runs smoothly and maintains a clean and tidy atmosphere.


DUTIES AND RESPONSIBILITIES:

Responsible for office related operations including:

• Answer and direct telephone calls in a courteous, positive, and friendly manner.
• Greet and welcome visitors warmly and professionally.
• Maintain a clean and organized office.
• Handle incoming and outgoing mail.
• Ensure conference rooms are clean and prepared for all meetings.
• Provide administrative support such as updating documents, photocopying and filing.
• Restock daily: printer paper, coffee, water in coffee maker, soda/water in kitchen and conference room refrigerators and snacks.
• Assist with errands including but not limited to mail, pickups, deliveries, and shopping.
• Manage office supply and kitchen inventories and place orders.
• Oversee holiday gift giving project including research, list review, greeting card and distribution.
• Maintain digital signage boards.

Assist Event Coordinators with event/project related tasks including:

• Assist with proposals and budget documents.
• Set up new jobs including event calendar invites, add job to hours schedule, add to jobs awarded report, set up network folders, add job to flow, phone line set up.
• Assist with event setups and event staffing on an as needed basis.
• Print name tags and event materials.
• Responsible for all assembly related projects including gifts, name tags, invitations, etc.
• Proofread client documents, web sites, invitations, fliers, etc.
• Print post event thank you notes and envelopes, get signatures and mail.
• Assist with the coordination of all post event meeting celebrations held at AE Office.
• Assist Operations Manager with human resources related functions:
• Employee onboarding preparations including but not limited to preparing desk with necessary supplies and equipment.
• Serve on Celebrations Committee and assist with the planning and execution of company events, employee engagement, staff anniversary and birthday activities.
• Take minutes and action items during team meetings.

SUMMARY OF SKILLS, KNOWLEDGE, AND ABILITIES:

• Effective verbal and written communication.
• Delivering high levels of service and customer satisfaction.
• Accurate typing at a minimum of 50 wpm; proficient with calculator, fax machine, and copier.
• Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and Publisher.
• Strong attention to detail in tasks such as data entry, filing, and document preparation.
• Ability to multitask effectively and meet deadlines.
• Skilled in problemsolving and analytical thinking.
• Strong organizational skills for maintaining office operations and managing supplies.
• Excellent interpersonal skills for professional and friendly interactions with colleagues, visitors, and vendors.

PHYSICAL AND MENTAL REQUIREMENTS:

• Sitting: The office assistant will spend long periods sitting at a desk or computer workstation.
• Standing/Walking: Some tasks may require standing or walking within the office environment.
• Lifting: The ability to lift and move office supplies and materials, typically up to 25 pounds.
• Reaching/Bending: May be required to reach for and handle items, as well as bend or stoop to access files or equipment.
• Vision: Must have clear vision to read documents, use a computer, and navigate the office environment.
• Adaptability: Willingness to adapt to changing priorities and work environments.
• Stress Management: Ability to work effectively under pressure and handle stressful situations with composure.

Job Type:
Part-time


Pay:
$ $19.00 per hour


Expected hours:
per week


Benefits:

• 401(k) matching
• Flexible schedule
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location:
In person