Director, Office Assistant

Overview

The Director, Office Assistant will be responsible for overseeing and managing the daily administrative operations of the office. This role requires strong organizational skills, excellent communication, and leadership capabilities. The Director will assist senior management with administrative tasks, manage office staff, and ensure the smooth functioning of office activities. The individual will also be responsible for coordinating various office operations, supplies, and meeting logistical needs.

Key Responsibilities:
Office Management:

Oversee day-to-day office operations, ensuring a productive and efficient environment.
Maintain office supplies inventory and order new supplies as needed.
Ensure the office is clean, organized, and meets all health and safety regulations.
Manage office equipment, including troubleshooting and arranging for repairs or upgrades.
Administrative Support:

Provide administrative support to senior management and department heads.
Schedule and coordinate meetings, events, and appointments.
Prepare reports, presentations, and other documents as needed.
Handle phone calls, emails, and other communications in a professional and timely manner.
Staff Supervision:

Supervise and guide the office assistant team, providing training, support, and feedback.
Monitor and delegate tasks to junior office staff as necessary.
Ensure high standards of customer service and professionalism are upheld.
Project Coordination:

Assist in managing internal projects and tasks, ensuring timelines and goals are met.
Coordinate with other departments to ensure smooth workflow across various teams.
Prepare and track budgets for office-related expenses and ensure efficient cost management.
Client and Visitor Relations:

Greet clients, visitors, and vendors in a professional manner.
Manage office visitor logs and handle requests for guest accommodations.
Assist with coordinating travel arrangements for staff and visitors.
Records and Documentation:

Maintain and organize physical and electronic records, files, and documents.
Ensure compliance with company policies, procedures, and confidentiality requirements.
Qualifications:
Bachelor’s degree in business administration, management, or a related field preferred.
5+ years of experience in office administration or executive assistance.
Previous experience managing office staff or a team is highly desirable.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong communication skills (written and verbal) and the ability to interact with diverse groups of people.
Exceptional organizational and time management skills with attention to detail.
Ability to handle sensitive and confidential information with discretion.
Personal Attributes:
Strong leadership and interpersonal skills.
High level of initiative, self-motivation, and problem-solving abilities.
Ability to adapt to a fast-paced and ever-changing work environment.
Proactive, resourceful, and capable of working independently or in a team.
Physical Requirements:
Ability to sit for long periods of time and use office equipment (computers, phones, etc.).
Occasional lifting of office supplies and materials (up to 25 lbs).