Office Assistant

Overview

Position: Office Assistant (Front Desk)

Location: West Palm Beach (On-Site)

Position Summary:

The Office Assistant performs a wide range of executive, administrative, and general support duties of a highly responsible and confidential nature for Human Resources, Accounting, and the C-Suite team, while building rapport with company employees and ensuring a professional, responsible, and effective experience within Olympusat.

Responsibilities & Duties:

• Manage the reception area in a professional and polite manner, serving as the first point of contact for guests, employees, job candidates, and vendors;
• Perform general administrative tasks, such as answering and directing phone calls; handling email, faxes, files, meeting minutes, mailings, and deliveries;
• Ensure the office is clean, stocked, and organized, especially the reception, kitchen, conference rooms, stockrooms, storage closets, and communal areas;
• Assist in the planning, coordination, and follow-through of any business activities and commitments of the Human Resources, Accounting, and C-Suite team;
• Makes travel arrangements for executives, ensuring they meet the executives’ travel requirements and preferences (i.e., preferred hotel/room, aircraft, airline, airport, ground transportation); prepares/drafts travel itineraries with all travel details and emails them to the executives and add them to Outlook calendar;
• Assist in the preparation of and submission of monthly expense reports;
• Assist in the coordination of Weekly Managers Meeting and ensuring the conference room is organized, clean, and stocked with any items needed for the meetings;
• Support HR team members functional areas, including new hire orientation and onboarding, employee benefits, recruitment, employee engagement, HR file maintenance, and regulatory compliance;
• Ensure seamless functioning and communication between the various departments;
• Comply with all company policies and high level professional standards;
• Assist in expenditures reconciliation;
• Perform other related duties as assigned.

• Associate degree in Business Administration, required;
• 1+ year experience in a similar role, required.
• Extraordinary attention to overall quality of the final product;
• Flexible, self-starting, and tenacious with an exceptional aptitude for dealing with ambiguity;
• High proficiency in Microsoft Excel, Word, and Outlook, required;
• Bilingual (Spanish/English) required. Must be fluent, both oral and written;
• Must be able to maintain the highest level of confidentiality and handle sensitive information concerning the organization;
• SHRM certification is a plus but not required.