HQ Administrative Assistant

Job Description

Job Description

Description:

The Headquarters Office Assistant will oversee the day-to-day operations at our headquarters, ensuring a well-organized and efficient office environment. This role involves coordinating deliveries, maintaining office supplies, and assisting staff with office-related inquiries. 

Key Responsibilities:  

• Oversee daily office operations, ensuring the office remains organized, professional, and running smoothly. 
• Serve as the main point of contact for day-to-day office-related inquiries from staff, visitors, vendors, and building management. 
• Maintain and order office supplies, equipment, and other materials needed to support staff and office operations. 
• Coordinate orders for marketing materials and supplies and provide general administrative support to marketing initiatives as needed. 
• Coordinate office lunches, including placing orders and ensuring timely delivery and setup. 
• Manage communication with building management regarding office needs, maintenance requests, access, and other facility-related matters. 
• Coordinate and manage employee and visitor parking passes, including distribution and tracking as needed. 
• Coordinate and track office deliveries, ensuring materials and packages are properly received and distributed. 
• Manage conference room and meeting space requests, including scheduling and supporting meeting-related office needs. 
• Assist with monitoring office-related expenses, processing invoices, and tracking purchases as needed. 
• Ensure common areas, conference rooms, and workspaces remain clean, organized, stocked, and professional. 
• Provide administrative and operational support to the Marketing, Operations, and People & Culture/HR teams as needed. 
• Assist with special projects and other ad hoc administrative or operational needs that support the office and broader organization. 
• Support office activities and operations in accordance with company policies and procedures. 
• Abide by the PAX Health Code of Ethics and model the organization’s values. 
• Perform other duties as needed within the scope of the role. 

Requirements:

• Previous experience working in an office, administrative, or office operations setting is required. 
• Strong organizational and multitasking skills with the ability to manage multiple priorities. 
• Strong communication and interpersonal skills, with the ability to interact professionally with employees, visitors, vendors, and building management. 
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook. 
• Ability to work independently while also collaborating effectively with multiple departments and team members. 
• Strong attention to detail and ability to follow through on day-to-day operational needs. 
• Comfortable handling a variety of responsibilities and responding to changing or ad hoc office needs.