Office Assistant

Office Assistant

Location: Chattanooga, TN
Employment Type: Contract-to-Hire

Overview

We are seeking a highly organized and detail-oriented Office Assistant to support daily office operations in our Chattanooga, TN location. This role is critical to ensuring smooth office functionality by providing administrative, operational, and coordination support to leadership, project teams, and staff.

The ideal candidate is proactive, dependable, and capable of managing multiple priorities in a fast-paced environment while maintaining a high level of professionalism.

Key Responsibilities

Administrative & Office Support

• Provide high-level administrative support to the Office Manager, including calendar management, scheduling, and coordination of meetings and events
• Support leadership, global practice teams, and office staff with day-to-day administrative and operational tasks
• Prepare correspondence, meeting agendas, minutes, reports, and presentations
• Manage office communications, including emails, phone calls, mail, and packages

Project & Financial Support

• Assist Project Managers with proposal development and project-related tasks
• Issue purchase orders, maintain project schedules, and track budgets and financial data
• Compile, verify, and analyze information for business plans and financial reports (PowerBI, Excel)
• Monitor and process office-related expenses, including accounts payable invoices

Office Coordination & Facilities

• Maintain reception area; greet visitors and direct inquiries appropriately
• Coordinate office services, facilities management, and overall office appearance
• Oversee supply inventory, furniture, equipment, and kitchenette upkeep
• Manage office security access (badging and keys)
• Coordinate with building management for maintenance needs

Meetings, Events & Travel

• Plan and facilitate on-site and off-site meetings, trainings, and events
• Coordinate catering, conference room scheduling, and event logistics (setup/teardown)
• Manage travel arrangements and itineraries for staff and leadership

HR & Operational Support

• Assist with onboarding and offboarding activities
• Maintain organizational charts and seating plans (Visio)
• Support internal processes aligned with business goals and office operations

Additional Duties

• Ensure compliance with company policies and standards
• Perform other duties as assigned

Qualifications

• High School Diploma or GED required
• Minimum of 4 years of relevant office or clerical experience
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint
• Experience with PowerBI and Visio preferred
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication skills
• Ability to work independently with accuracy and reliability
• Professional demeanor with the ability to interact effectively at all levels
• Strong attention to detail and problem-solving abilities
• Ability to maintain confidentiality and exercise discretion
• Dependable, punctual, and a collaborative team player