HQ Administrative Assistant

Description The Headquarters Office Assistant will oversee the day-to-day operations at our headquarters, ensuring a well-organized and efficient office environment. This role involves coordinating deliveries, maintaining office supplies, and assisting staff with office-related inquiries.

Key Responsibilities

Oversee daily office operations, ensuring the office remains organized, professional, and running smoothly. Serve as the main point of contact for day-to-day office-related inquiries from staff, visitors, vendors, and building management. Maintain and order office supplies, equipment, and other materials needed to support staff and office operations.

Coordinate orders for marketing materials and supplies and provide general administrative support to marketing initiatives as needed. Coordinate office lunches, including placing orders and ensuring timely delivery and setup. Manage communication with building management regarding office needs, maintenance requests, access, and other facility-related matters.

Coordinate and manage employee and visitor parking passes, including distribution and tracking as needed. Coordinate and track office deliveries, ensuring materials and packages are properly received and distributed. Manage conference room and meeting space requests, including scheduling and supporting meeting-related office needs.

Assist with monitoring office-related expenses, processing invoices, and tracking purchases as needed. Ensure common areas, conference rooms, and workspaces remain clean, organized, stocked, and professional. Provide administrative and operational support to the Marketing, Operations, and People & Culture/HR teams as needed.

Assist with special projects and other ad hoc administrative or operational needs that support the office and broader organization. Support office activities and operations in accordance with company policies and procedures. Abide by the PAX Health Code of Ethics and model the organization’s values. Perform other duties as needed within the scope of the role.

Requirements

Previous experience working in an office, administrative, or office operations setting is required. Strong organizational and multitasking skills with the ability to manage multiple priorities. Strong communication and interpersonal skills, with the ability to interact professionally with employees, visitors, vendors, and building management.

Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook. Ability to work independently while also collaborating effectively with multiple departments and team members. Strong attention to detail and ability to follow through on day-to-day operational needs. Comfortable handling a variety of responsibilities and responding to changing or ad hoc office needs.