Part Time Administrative Assistant

This position is responsible for ensuring the smooth and efficient operation of office logistics and administrative functions. This position supports the organization by managing mail operations, maintaining office and kitchen supplies, handling filing systems, supporting vendor invoice verification, and providing backup coverage for the Administrative Services team.

• Receive and distribute all incoming mail and faxes; prepare and send outgoing mail, including express and certified packages. Coordinate weekly shipments to satellite locations and special customer mailings.
• Maintain supplies of printer cartridges, paper, letterhead, and postage; troubleshoot minor printer/fax issues as needed.
• Monitor and replenish office supply inventory; place orders in coordination with department leads to ensure availability. Distribute internal supplies (e.g., stationery, safety supplies) to employees upon request.
• Monitor General Calls that come through the auto attendant. Manage the receptionist voicemail.
• Edit, publish, and log Travel and Visitor Notices for North America locations; update calendars and maintain records accordingly.
• Verify temporary staffing hours against agency invoices before submitting for approval.
• Assist team members with general administrative tasks including document scanning, printing, faxing, and filing.
• Use Microsoft Office Suite (Word, Excel, Outlook) to generate basic documents, spreadsheets, and correspondence.
• Maintain a clean, functional kitchen area: load/unload dishwasher, clean appliances, and restock kitchen items daily and monthly as needed.
• Assist in coordinating onsite meetings by ordering food, preparing beverages, and setting up conference rooms.
• File and maintain accurate records for various departments.
• Maintain organized, timely digital and physical records in compliance with internal procedures.
• Participate in cross-training and support other administrative functions as requested.
• Proactively identify opportunities to improve efficiency or processes within the scope of the role.
• Serve as backup to the Administrative Services team during breaks or absences.
• Perform all other duties as assigned.

Recommended Education and/or

Experience:

High School Diploma or Equivalent with a minimum two years related experience.