Part-Time Office Assistant

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Job ID: 873451



Office Assistant


2-3 Days Weekly


$25/hour

Role Overview


This position serves as the first point of contact for employees and visitors, combining some responsibilities of a receptionist and an office manager. The role requires a professional, welcoming presence, strong organizational skills, and an entrepreneurial, hands-on approach. This individual will support office operations, employee services, administrative tasks, and internal communications while contributing to a positive and engaging office culture.
Attention to detail is needed, and a self-starter with initiative. This person is a key part of the Charlotte office culture, and a main contact for all employees located there and we hope they will embody the professionalism required for a visibly engaging and impactful position.



Primary Responsibilities (included but not limited to):


1. Front Desk & Visitor Experience

• Reception & greeting - Serve as the primary representative welcoming employees, guests, and vendors.
• Issue and manage visitor and employee badges.
• Coordinate parking passes and reimbursements for the office building.

2. Office Management & Facilities Support

• Office management duties including supply ordering, inventory management, and maintaining kitchen supplies, stocking refreshments, and printer paper stock.
• Manage utilities, security access, and office updates.
• Coordinate with third party vendors (plant services, delivery partners, maintenance providers).
• Ensure the office environment is organized, functional, and welcoming.

3. Mail & Package Handling

• Receive, sort, and distribute incoming mail to internal employees.
• Accept, sign for, and distribute special deliveries.
• Assist with courier services and outgoing packages.

4. Administrative & Executive Support

• Administrative support for selected leaders, including:
  • Calendar management
  • Outlook email organization
  • Travel arrangements
  • Expense processing
• Coordinate logistics for on-site and off-site meetings and conference calls.
• Maintain confidentiality and discretion regarding employee and business matters.

5. Internal Communications & Branding

• Internal communications tasks such as:
  • Writing internal newsletters
  • Posting announcements
  • Updating internal TV monitors with branding or event content
  • Taking photos for office communications
• Prepare presentation materials and compile documents as needed.
• Support SharePoint and intranet updates related to office events.

6. Event Planning & Employee Engagement

• Assist in planning and executing Charlotte office events, including:
  • Holiday celebrations
  • Family events
  • Employee engagement activities
• Source quotes, order catering, coordinate logistics, and draft employee communications.
• Collaborate with office leaders to organize company functions and cultural initiatives.

7. Employee Onboarding Support

• Prepare new employee badges and welcome materials.
• Send new employee announcements.
• Coordinate parking assignments and building access.
• Serve as a key point of contact for new hires in the Charlotte office.

Candidate Profile

• Professional, pleasant, and welcoming demeanor.
• Strong attention to detail and a proactive, self-starting mindset.
• Ability to multitask and manage competing priorities with grace.
• Comfortable taking initiative and solving problems independently.
• Embodies the professionalism and engagement expected of a visible, culture-shaping role.

Role Requirements
The position demands superior professionalism to oversee and coordinate diverse tasks. The ideal candidate embodies proactiveness, credibility, and trustworthiness, coupled with a diplomatic approach and a profound sense of initiative. Adaptability to handle competing demands is crucial, requiring sound judgment and a harmonious blend of focus and flexibility to actively contribute to the company's success.



Role Requirements:

• High school diploma and ideally some further education, such as college courses with a minimum of 10 years of administrative support experience, or a bachelor's degree in business administration combined with a minimum of 2 years experience.
• Fluency in business English and a secondary language such as Spanish or Portuguese would be a asset.
• Intermediate skills with MS Office Suite and competency in contemporary office IT systems and business tools (Outlook, Teams, SharePoint, and Concur), demonstrating a keen understanding of technology to optimize workflow efficiency.
• Strong intermediate skills in Excel would be ideal.
• You are a highly resourceful team player with a forward-looking mindset, actively seeking opportunities and proposing solutions.
• The primary expectation is to operate from the office, ideally a minimum of 2 and possibly some weeks 3 days per week usually between 8am to 4pm, serving as the go-to person.

2000050


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