Office Assistant

About the Role

EPCVIP is searching for a dependable, people-oriented Office Assistant to ensure smooth daily operations within our workspace. This part-time position requires working on-site four days a week from 7 am to 2 pm. The role involves managing the front desk, supporting kitchen and event functions, and acting as a reliable backup to the Office Manager. The Office Assistant will be essential in enhancing the experience of both employees and visitors, which includes tasks from welcoming guests to coordinating team lunches and handling conference material shipments punctually. This position reports directly to the Office Manager.

Key Responsibilities

• Manage front desk and reception areas: warmly welcome visitors, employees, and vendors; prepare conference rooms; and organize food and beverages for client meetings.
• Maintain stocked kitchens and cafeteria with food, drinks, snacks, and supplies; oversee vendor relationships including grocery, Amazon, and water deliveries.
• Process incoming mail and packages, sort and route them appropriately, and coordinate outgoing shipments through UPS and FedEx.
• Manage recurring team culture events including weekly lunches, birthday celebrations, and baby showers, handling ordering, budget tracking, and scheduling.
• Assist with conference and event logistics by packing, shipping, and monitoring booth materials, swag, and travel arrangements ahead of deadlines.
• Support client and team gifting efforts, coordinating orders within approved budgets and procedures.
• Provide backup support to the Office Manager for administrative and light assistance tasks during their absence.

Educational Qualifications

• High school diploma or equivalent is mandatory.
• Preferred qualifications include an Associate's or Bachelor's degree in Business Administration or related disciplines.
• Certifications such as the Certified Administrative Professional (CAP) or customer service credentials are advantageous.

Experience and Skills

• A minimum of one year in roles such as office coordinator, administrative assistant, or positions related to hospitality.
• Event planning, hospitality, or conference and trade-show logistics experience is desirable.
• Excellent organizational skills and ability to manage multiple deadlines for daily, weekly, and event activities effectively.
• Strong communication skills to interact professionally with guests, vendors, and team members.
• Familiarity with online ordering platforms, vendor systems, ticketing tools like JIRA, and team collaboration software such as Slack.
• Trustworthy handling of sensitive duties including mail management, minor banking tasks, and budget compliance.
• Physical ability to lift and move supplies and event materials weighing up to 25 pounds.
• Commitment to consistent on-site attendance during scheduled hours.