Overview
Position: Office Assistant (Front Desk)
Location: West Palm Beach (On-Site)
Position Summary:
The Office Assistant performs a wide range of executive, administrative, and general support duties of a highly responsible and confidential nature for Human Resources, Accounting, and the C-Suite team, while build rapport with company employees and ensure a professional, responsible, and effective experience within Olympusat.
Responsibilities
Responsibilities & Duties:
- Manage the reception area in a professional and polite manner, serving as the first point of contact for guests, employees, job candidates, and vendors;
- Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, files, meeting minutes, mailings, and deliveries;
- Ensure the office is clean, stocked, and organized, especially the reception, kitchen, conference rooms, stockrooms, storage closets, and communal areas;
- Assists in the planning, coordination, and follow-through of any business activities and commitments of the Human Resources, Accounting, and C-Suite team;
- Makes travel arrangements for executives, ensuring they meet the executives’ travel requirements and preferences (i.e., preferred hotel/room, aircraft, airline, airport, ground transportation); Prepares/drafts travel itineraries with all travel details and email them to the executives and add them to Outlook calendar;
- Assist in the preparation of and submission of monthly expense reports;
- Assists in the coordination Weekly Managers Meeting and ensuring the conference room is organized, clean, and stocked with any items needed for the meetings;
- Support HR team members functional areas, including new hire orientation and onboarding, employee benefits, recruitment, employee engagement, HR file maintenance, and regulatory compliance;
- Ensure seamless functioning and communication between the various departments;
- Complies with all company policies and high level professional standards;
- Assists in expenditures reconciliation;
- Perform other related duties as assigned.
Qualifications
Minimum Job Requirements:
- Associate degree in Business Administration, required;
- 1+ year’ experience in a similar role, required.
- Extraordinary attention to overall quality of the final product;
- Flexible, self-starting, and tenacious with an exceptional aptitude for dealing with ambiguity;
- High proficiency in Microsoft Excel, Word, and Outlook, required;
- Bilingual (Spanish/English) required. Must be fluent, both oral and written;
- Must be able to maintain the highest level of confidentiality and handle sensitive information concerning the organization;
- SHRM certification is a plus but not required.
