Team Assistant - Office Administration, Reception & Travel Support

Team Assistant

Job Description

Education: High School Diploma or equivalent

Required Skills and Abilities:

• Minimum of 2 years of relevant experience required.
• This role requires an individual who can work independently, manage multiple priorities, and provide strong customer service support in a structured on-site environment.
• The ideal candidate will demonstrate strong organizational abilities, effective communication skills, and the ability to solve problems with minimal supervision.
• Candidates with more experience may be considered.
• Basic proficiency with Microsoft Office Suite is expected.

Customer Service Experience Soft Skills:

• Excellent time management skills and ability to multi-task and prioritize work.
• Strong organizational and multitasking skills
• Attention to detail and problem-solving skills.
• Good communication and interpersonal skills.
• Must have professional presentation.

Position Summary:

The Team Assistant position is responsible for assisting in overall office activities, including the reception area and facilities. This role is essential for ensuring a welcoming environment for visitors, maintaining smooth office operations and supporting managers with travel and expense reporting process. We are seeking an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative support related tasks. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.

Essential Functions:

• Reception Management – Serve as the first point of contact for visitors and customers. Greeting guests professionally and ensuring a positive experience. Manage any drop in visitors according to policy and direct inquiries appropriately. Point person for mailing and shipping needs for the office staff. Support conference room booking and notifications of timing conflicts.
• Office Administration – Maintain and organize the reception area and common spaces. Coordinate office supply vendor to ensure appropriate levels of supply on hand. Supervises the maintenance of all the office equipment and request service(s) when needed. Report and track site issues as needed.
• Travel and Expense Reporting – Arrange domestic and international travel for designated managers. Prepare and process expense reports accurately and on time.
• General Support – Assist with scheduling meetings and coordinating logistics. Arranging food service for morning and lunch meetings as needed. Handle ad hoc administrative tasks and projects as assigned.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment