Office Assistant

Required Experience: 3+ years of experience

Role Description

VDart is seeking a highly competent Office Assistant to provide administrative and operational support for our Executive Leadership Team. In this role, you must be comfortable working in a fast-paced, high intensity environment and be extraordinarily capable of juggling diverse responsibilities with tact and flexibility. You will need to be a masterful problem-solver, exceptional communicator, and an organizational force. You are expected to understand business priorities, manage the calendar, deliver operational excellence, and proactively anticipate and support the needs of our Executive Leadership Team.

This role is responsible for providing diverse operational and administrative support from a daily calendar and meeting management to strategic and special projects and will play a critical part in driving our efforts to attract, develop and retain outstanding talent across every country and every region where we operate.

The ideal candidate will become a critical part of our team, ensuring the smooth operations of events, metrics, systems, technologies, and more. You'll be an organized self-starter who will skillfully prioritize and manage multiple demands with good judgment and attention to detail. You demonstrate resourcefulness, timeliness, and the ability to anticipate needs with a minimum amount of guidance in a dynamic environment.

The work of this role will enhance business impact globally.

Responsibilities:

• Assist with the Form I-9 employment eligibility verification process, including collecting required documentation and ensuring forms are completed accurately and timely.
• Maintain confidential I-9 records and support compliance with applicable employment eligibility verification requirements.
• Communicate effectively by telephone, in person, via e-mail, and as required to positively reflect
• the goals of the organization and the best interests of the executive.
• Plan meetings, including but not limited to arrangements for facilities, catering, AV equipment, agendas, scheduling materials preparation, and other related services.
• Assists in coordinating and communicating about organization-wide engagement and social events.
• Providing backup administrative support for other members of the Enterprise Leadership Team.
• Travel planning and support both domestic & international.
• Support and own special projects on an as-needed basis.
• Manage office supplies, stationery, pantry items, and other consumables by monitoring inventory levels, maintaining stock records, and coordinating timely replenishment.
• Maintain the overall upkeep, cleanliness, safety, and professional appearance of the office by coordinating with housekeeping, maintenance teams, and external service providers.
• Support day-to-day office operations, including meeting-room readiness, mail and courier management, vendor coordination, equipment tracking, and resolution of routine workplace requirements.
• Work across VDart on behalf of Executives by collaborating with other Executives to provide coordinated support to the various leaders.

Qualifications:

• Minimum of 3 to 5 years of experience as an Office Assistant.
• Bachelor's Degree or equivalent work experience.
• Professional, completely discreet, and able to work with highly confidential matters.
• Excellent interpersonal and communication skills (verbal and written) and the ability to interact with individuals at all levels of the organization.
• Ability to prioritize and accomplish tasks with minimal direction in a very fast-paced environment and apply sound judgment.
• Excellent team player with strong interpersonal skills and highly collaborative.
• Reliable and highly accessible.
• Demonstrates strong judgment, emotional intelligence, and integrity.
• Possesses the ability to strike a balance between supporting the daily needs of the executive, anticipating and quickly resolving problems with a high degree of initiative is essential.
• Proficient with Microsoft Office (Outlook, Word, Excel, PowerPoint).

We thank all applicants in advance for their interest; however, only those candidates selected for