Description

The Office Assistant oversees the day-to-day coordination of office operations, including reception and front-of-house responsibilities. This is a key role in maintaining a professional, organized and welcoming environment for employees, clients and visitors. This position requires strong organizational skills, attention to detail, discretion and a service-oriented approach.

Key Accountabilities

Office Administration & Reception

  • Greet clients, visitors and team members with warmth and professionalism
  • Oversee front desk operations including answering and directing calls, managing mail and couriers and responding to general inquiries
  • Coordinate meeting rooms, ensuring they are tidy, equipped and booked efficiently
  • Monitor and replenish kitchen areas and office supplies to maintain a well-organized workspace
  • Liaise with building management and service providers to address facility needs
  • Draft and circulate office communications (e.g., event reminders, front desk updates, announcements)
  • Support a positive workplace experience through proactive collaboration with colleagues and business units
  • Act as Co-Chair of the Joint Health & Safety Committee, coordinating initiatives, meetings and communications across offices

Event & Marketing Coordination

  • Assist the marketing team with tasks as assigned
  • Support occasional client-facing events as needed
  • Maintain inventory of marketing materials and branded merchandise
  • Assemble and distribute welcome kits and swag for new hires
  • Assist with employee engagement initiatives and internal campaigns

Experience Requirements

  • Previous experience in an administrative or receptionist role
  • Exceptional interpersonal and communication skills, both written and verbal
  • Highly organized with strong attention to detail and the ability to manage multiple tasks effectively
  • Professional, self-motivated and enthusiastic
  • Comfortable adapting to changing priorities in a dynamic office environment
  • Demonstrated discretion when handling confidential information
  • Proficient in Microsoft Office Suite and other workplace tools
  • Professional appearance and demeanor