Office Assistant (Part-time) - On-Site Santa Clara, CA

Job Type

Part-time

Description

Part-Time Office Assistant

As our part-time Office Assistant, you are the first impression of our Duarte values! You'll be at our HQ 3 days a week, with some additional hours per week that may be completed remotely (weekly total of 12-20 hours). You will take ownership and initiative to create a clean, welcoming, and efficient environment for our team of Duartians.

At Duarte, the Office Assistant maintains all aspects of the office including organization, vendor relations, cleanliness, health and safety, and more. The Office Assistant is responsible for greeting guests, clients, vendors, and prospective employees, and arranging travel for employees as needed. Additional responsibilities include distributing incoming mail and preparing outgoing mail, purchasing and stocking office and kitchen supplies, and archiving. Your role performs general maintenance of the facility and office equipment to ensure our office remains in great shape and an effective place for Duartians to work and gather.

Essential Duties & Responsibilities

Reception:

• Maintain a sparkling lobby and reception, ensuring everyone feels comfortable and welcome.
• Clean and stock the office kitchen with tasty treats, snacks, and plenty of coffee!
• Be the point-person for arrivals and help set up for internal team meetings and gatherings.

Facilities:

• Schedule maintenance for office equipment, keeping everything in working order.
• Coordinate and schedule appointments for building repairs, janitorial, equipment needs, and any other office care needed.
• Ensure visitors and Duartians are aware of and in compliance with health and safety regulations and policies.
• Maintain office plants.
• Keep IT and storage closets organized.

Office Coordination:

• Prepare conference rooms, ready for client visits.
• Assist with in-person training support, including training room set up, food ordering, and delivery.
• Keep the office supplies stocked with everything from paperclips to post-its, anticipating needs before they even arise.

Executive Team Support:

• Process monthly expense reports for executive team
• Support calendaring and schedule meetings for the executive team.
• Perform credit card reconciliation.

Other Projects:

• There are always opportunities to improve the efficiency and organization of our busy office - you'll take initiative to keep on top of these needs.
• Organize mail, prep outgoing messages, and conquer filing systems like a pro.
• Help with other projects on an as-needed, as-requested basis such as assisting with IT equipment and podcasts, product recordings, and more.
• Other duties as assigned.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1 - 2+ years working in an office environment
• Ownership - Can take tasks to completion independently. Complete tasks accurately with little help from a Manager. Understands corporate objectives and sees how they can contribute to help accomplish them.
• Accountability - Holds self to high standards of excellence. Has strong follow-up and follow-through skills
• Communication - Takes in and processes what is being said in order to develop a full grasp of what is required. Keeps manager and team members informed regarding all developments, progress, and options. Is honest with feedback to their manager
• Confidentiality- Is mindful of the impact they have on the admin team and company. Evaluates self and the impact they have. Is approachable. Is aware of own limits of strengths and weaknesses and is working on areas to improve.
• Multi-tasking - Is able to effectively multi-task, ensuring efficiency in all aspects of their role.
• Drivers license and vehicle - there may be occasional driving to local vendors required.

Language Skills

Ability to read and interpret documents such as contracts, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations changing frequently. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. Specific vision abilities required by this job include close vision.

Salary Description

$20-$25 per hour

Location: Santa Clara, CA, US

Posted Date: 11/26/2024