OFFICE ASSISTANT

Member Services • Administrative Support • Office Operations

Compensation within this range will be based on relevant experience, qualifications, and skills.

The Opportunity

Be the welcoming face and dependable support behind a productive workday. At Office Evolution, the Office Assistant helps members, clients, and guests feel comfortable, connected, and ready to do business. Working closely with the Office Manager, you will keep the workspace organized, support daily operations, and turn everyday requests into a positive service experience.

What You Will Do

• Create a warm welcome. Greet members and visitors, answer questions, direct guests, and provide attentive, professional front desk service.
• Keep communication moving. Answer calls, respond to emails, relay accurate messages, and follow through on requests. Refer concerns or decisions requiring approval to the Office Manager.
• Make meetings run smoothly. Coordinate room reservations and appointments, prepare meeting spaces, and help members and guests with routine setup needs. Reset rooms after use and report equipment issues promptly.
• Handle mail with care. Receive, sort, organize, and distribute mail and packages accurately, following established identification, release, and security procedures. Protect member information and promptly report discrepancies.
• Keep the workspace ready. Monitor supplies, organize shared areas and supply storage, and coordinate replenishment and maintenance needs with the Office Manager. Identify issues before they disrupt the member experience.
• Provide reliable administrative support. Maintain files, update databases and calendars, enter information accurately, and prepare routine documents and correspondence.
• Protect privacy and access. Safeguard confidential records, keys, passwords, and member information. Follow procedures for suite doors, meeting rooms, supply cabinets, and authorized guest access.
• Support the Office Manager and community. Assist with office events, member activities, and assigned projects. Provide coverage as scheduled and communicate pending requests so service remains consistent.

Qualifications and Skills

• Education. High school diploma or equivalent required; related coursework, an associate degree, or relevant certification is a plus.
• Experience. Administrative, reception, customer service, hospitality, or office support experience preferred. Experience handling mail and packages is helpful.
• Technology. Working proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, with the ability to learn room reservation systems and other office applications.
• Organization and follow-through. Ability to prioritize competing requests, maintain accurate records, and complete tasks with attention to detail.
• Service and communication. Clear written and verbal communication, sound judgment, discretion, and a friendly, professional manner with people from varied backgrounds.
• Initiative and teamwork. A dependable, practical approach to solving everyday problems, willingness to learn, and readiness to help colleagues and members.

Schedule and Role Requirements

This is an on-site, part-time position. Flexibility to cover full-day shifts is required, particularly during the Office Manager’s extended time off. Coverage needs and scheduled hours will be coordinated with management.

Complete assigned training and any applicable documentation or identification requirements for authorized mail handling. Follow Office Evolution’s current mail service and access procedures.

Physical Demands and Work Environment

Work takes place in a professional office environment with a generally moderate noise level. Duties involve regular computer and telephone use, communicating in person and electronically, moving throughout the office, and accessing supplies, files, and equipment. Occasional stair use and lifting or moving mail, packages, or supplies weighing up to 30 pounds over short distances may be required. Essential functions may be performed with or without reasonable accommodation.

What Success Looks Like

Success means members and guests receive a prompt, courteous response; meeting spaces and shared areas are ready for use; mail and records are handled accurately; and the Office Manager can rely on clear communication and consistent follow-through.

This description outlines the general nature of the role and is not an exhaustive list of duties. Responsibilities may change to meet business needs. Office Evolution provides reasonable accommodations to support performance of essential job functions.