Part-time Office Assistant

4 weeks ago

Alexandria, United States 300Brand Inc Full time
Job DescriptionJob DescriptionDescription:

Part Time Office Assistant


A dynamic integrated marketing and public relations agency seeks an energetic office assistant. The office assistant is primarily responsible for the day-to-day support of facility and office functions necessary to meet business and operational goals. We have two offices located in Old Town, Alexandria, approximately ½ mile apart. The office assistant will be responsible for maintaining both offices. The office assistant role will be primarily teleworked but will require at least one day per week in the headquarter location at 921 King St., Alexandria, VA. Candidates should be enthusiastic, hardworking, and a team player.


Responsibilities:

  • Responsible for engaging, contracting, and maintaining relationships with vendors including utilities, telecom, shipping, hotels, restaurants, parking, janitorial, contractors, and general office providers
  • Availability to come into office as needed to meet with vendors (exterminator, HVAC, etc.) and to handle any emergencies
  • Plan and execute office events including periodic office luncheons, all-hand’s meetings, company social events, company trivia parties and contests, etc.
  • Assist with preparing social budgets related to office and Company events; responsible for tracking, maintaining, and meeting budget for all office and Company events.
  • Responsible for office procurement, to include supplies, cell phones (when applicable) and equipment.
  • Responsible for managing and obtaining upgrades/replacements of cell phones/computers/supplies when needed.
  • Responsible for maintaining office equipment and supplies, including copiers, printers, and audio/visual equipment.
  • Maintain and manage certain corporate accounts, including without limitation, Uber and Lyft.
  • Manage and maintain facility operations, including set-up meeting rooms and audio-visual equipment, manage employee/customer access, distribute mail, prepare, and receive special mailings, including FedEx and messenger deliveries.
  • Support the accounting department as requested, including equipment spreadsheets, scanning, and uploading invoices to accounts payable system, payables filing, petty cash maintenance, check mailing and other functions as directed.
  • Support the human resource department, including tracking employee birthdays and anniversaries and sending emails associated with them, maintain current displays of labor law and business license information at each office.
  • Provide administrative support to senior staff as needed.
  • Provide administrative support to the executive staff, including without limitation, travel support, expense report preparation and related tasks.
  • Work hours will be 9am-2pm 3 days a week (Tues-Thurs) or 15hrs//week.
Requirements:
  • High School diploma with 3+years of experience or BA with 1-2 years of administrative experience
  • Ability to prioritize and multi-task in a challenging, fast-paced environment
  • Ability to solve problems through critical analysis and strategic thinking
  • Ability to utilize technology, including computers and telecommunication devices
  • Excellent verbal and written communications skills
  • Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
  • Strong attention to detail
  • Positive and upbeat demeanor, team player mentality
  • Exceptional work ethic
  • Strong organizational skills
  • Ability to maintain confidential information with discretion
  • Spanish speaking a plus

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