Office Assistant

Office Assistant – Contract-to-Hire Opportunity

Location: Lexington, KY.

We are seeking a highly organized and detail-oriented Office Assistant for a contract-to-hire opportunity with our client in Lexington, Kentucky. This role is ideal for a professional who thrives in a fast-paced office environment and enjoys supporting leadership, project teams, and daily office operations. The Office Assistant will play a key role in maintaining efficient office functions while providing high-level administrative and operational support across the organization.

Key Responsibilities

• Provide administrative support to the office to ensure continuity of daily office functions and operations.
• Coordinate with leadership to deliver administrative services aligned with business line goals and objectives.
• Support office operations, facilities coordination, and office support services to maintain organizational efficiency.
• Provide high-level administrative support to the Office Manager, including managing schedules, appointment requests, and coordinating a high volume of meetings and events.
• Support leadership teams and office staff with a variety of administrative and operational tasks on a daily basis.
• Assist Project Managers with proposal development and project-specific tasks including:
  • Issuing Purchase Orders
  • Maintaining project schedules
  • Tracking budgets and financial information
• Maintain the office reception area, greet visitors, and direct callers appropriately.
• Plan, coordinate, and facilitate on-site and off-site meetings including:
  • Client meetings
  • Training sessions
  • Stakeholder meetings
  • Office management meetings
• Coordinate office events and activities, including catering, conference room scheduling, event setup, and teardown.
• Assist leadership with calendar management, conference calls, expense reports, and meeting coordination.
• Coordinate travel arrangements and prepare detailed travel itineraries.
• Prepare professional correspondence including emails, agendas, meeting minutes, reports, and presentations.
• Gather, compile, verify, proofread, and analyze information for memos, letters, reports, and PowerPoint presentations.
• Assemble and analyze business plans and financial reports using PowerBI and Excel.
• Maintain seating and organizational charts in Visio.
• Monitor and review standard office expenditures to ensure operations remain within budget guidelines.
• Process office accounts payable invoices.
• Coordinate overall office appearance including kitchenette upkeep, furniture, equipment, and office supply inventory.
• Administer office access security including badging and key management.
• Support management and Human Resources with onboarding and employee separations.
• Manage incoming and outgoing office correspondence, mail, and packages.
• Coordinate office maintenance requests with building management.
• Perform additional duties as assigned while complying with company policies and standards.

Qualifications

• High School Diploma or GED required.
• Minimum of 1 year of office or clerical experience.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint required.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently while demonstrating accuracy, reliability, and problem-solving abilities.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Professional communication skills with all levels of an organization as well as external clients and vendors.
• Ability to exercise discretion and maintain confidentiality.
• Strong prioritization and time management skills.
• Dependable, punctual, and team-oriented.