Office Assistant
2 months ago
**Reports To**:Operations Director
**Position Overview**:
We are looking for a dynamic and detail-oriented **Office Assistant & Event Coordinator** who will be responsible for ensuring efficient administrative operations and successfully coordinating a variety of corporate events. This role is integral to maintaining smooth office functions while taking ownership of event planning logistics, from conception through to execution. The position requires someone who thrives in a fast-paced environment, with the ability to balance multiple responsibilities, manage time effectively, and exhibit a professional and courteous demeanor when interacting with colleagues, clients, and external vendors.
**Key Responsibilities**:
**1. Office Management & Administrative Support**:
- **General Office Duties**:
- Maintain a clean, organized, and well-functioning office environment, including managing office supplies, handling mail distribution, and ensuring equipment is operational.
- Handle day-to-day office operations, including coordinating facility repairs, maintenance, and cleaning services.
- Assist with internal staff communications and act as a liaison between departments when necessary.
- **Document Management**:
- Maintain accurate and up-to-date records of office files, both electronic and physical, ensuring easy retrieval and confidentiality where necessary.
- Create, proofread, and edit correspondence, presentations, and reports, ensuring they meet company standards.
- Prepare meeting agendas, take minutes, and distribute them promptly.
- **Calendar Management & Scheduling**:
- Schedule and manage appointments, internal meetings, conference calls, and staff activities.
- Coordinate the availability of meeting rooms, ensure setup of A/V equipment, and prepare meeting materials as required.
- Support travel arrangements for staff including booking flights, hotels, and ground transportation, ensuring cost-effective and timely itineraries.
- **HR Support**:
- Assist with onboarding new employees, including setting up workstations, coordinating access to company systems, and organizing orientation schedules.
- Maintain staff contact lists, organize team-building activities, and ensure internal communications are consistent and effective.
- **Finance & Expense Reporting**:
- Track office-related expenditures and maintain budgetary controls for office supplies and services.
- Assist with preparing and submitting expense reports for approval, ensuring accurate and timely reimbursement of expenses.
**2. Event Coordination & Execution**:
- **Event Planning & Strategy**:
- Collaborate with internal teams and external stakeholders to identify event goals and desired outcomes.
- Develop detailed event proposals and timelines, ensuring that all logístical aspects of the event are accounted for.
- Research venues, catering services, and entertainment options, providing a comprehensive list of recommendations that align with the event’s budget and objectives.
- Maintain and update a calendar of company events, ensuring proper scheduling and communication to staff and guests.
- **Budget & Vendor Management**:
- Negotiate contracts with vendors, ensuring cost efficiency and high-quality service.
- Track and manage event budgets, identifying opportunities for cost savings without compromising quality.
- Develop relationships with preferred vendors, including event spaces, caterers, and decorators, ensuring that company standards are consistently met.
- **Event Logistics & Execution**:
- Coordinate all logístical aspects of events, including vendor setup, audiovisual needs, seating arrangements, and signage.
- Oversee event registration, including managing RSVPs, sending event confirmations, and communicating with attendees.
- Ensure smooth execution on the day of the event, managing staff, resolving issues that arise, and ensuring everything runs according to plan.
- Provide on-site support and troubleshooting to ensure event participants have a positive experience, stepping in where necessary to solve problems and adjust plans.
- **Post-Event Evaluation**:
- Conduct post-event debriefs with internal teams and vendors to identify areas for improvement.
- Collect and analyze feedback from event participants to measure the success of the event and identify opportunities for future improvements.
- Prepare detailed event reports, outlining attendance, budget adherence, vendor performance, and participant feedback.
- **Marketing & Promotion**:
- Manage event-specific social media pages or accounts, driving awareness and engagement leading up to the event.
- Assist in managing event-related communications, such as press releases, sponsorship packages, and thank-you notes.
**Qualifications**:
- **Education & Experience**:
- High school diploma or equivalent required; Bachelor's degree in Business Administration, Communications, Event Management, or a related field preferred.
- 2+ years of experience in an office adm
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