Position Details

• Job Title/Function: Office Assistant
• Department: Finance and Administration
• Reports to: Head of Finance and Administration
• Grade: Assistant
• Type of Contract: Fixed Term
• Place of work: Miami, Florida, U.S.

Purpose

Under the responsibility of the Head of Finance and Administration, the Office Assistant is responsible for performing a range of clerical and administrative tasks to support daily operations in the office setting. Duties include sorting and distributing mail throughout the office, greeting office visitors and directing them to employees and coordinating with Managers to schedule appointments or update schedules. He/she will also be responsible for keeping the office supplied and organised, onboarding new employees, and maintaining procedures that exist to help the entire office run smoothly. He/She will keep company culture positive by organising events/parties/in-office activities for employees.

Main Responsibilities

• Overseeing clerical tasks, such as sorting and sending mail
• Keeping an inventory of office supplies and ordering new materials as needed
• Event and activity planning and organisation
• Welcoming visitors to the office
• Keeping track of travels and visitors schedules
• Working with various other departments as needed
• Ensuring the office runs smoothly
• Scheduling meetings and sending meeting invites to attendees
• Day-to-day communication with the building management and other vendors
• Ad-hoc support for administrative tasks such as creating Purchase orders
• Onboarding/welcoming new employees
• Maintaining and communicating with employee’s the office rules/etiquette
• Other tasks that may vary day to day

Position Relevant Skills (Education/Work Experience/IT)

• Very good organisational skills
• Very good social and communication skills
• Team player, willingness to help and learn
• Pro-active
• Curious to learn
• Good knowledge of Microsoft 365

Required Languages

• English fluent (Spoken & Written)
• Spanish is a plus

Key Interactions

• Internal: Finance, Administration, Internal Communications, Logistics, IT, Upper Management
• External: Vendors, Building Management