Malone
To Apply for this Job Click Here
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
