Overview

Hiring Company is seeking a highly organized and proactive Corporate Office Assistant to support our Corporate Office and Staff. This role ensures the smooth daily operation of our office, assists senior leadership and shared services teams, and coordinates a range of administrative and operational activities.

The ideal candidate is detail-oriented, resourceful, and enjoys working behind the scenes to keep things running efficiently in a dynamic, fast-paced environment.

Key Responsibilities

Administrative Support

• Provide administrative support to the Executive Leadership Team and shared services departments (e.g., HR, Finance, and Operations)
• Coordinate calendars, meetings, and conference room scheduling
• Prepare and send company-wide communications and staff announcements as needed
• Maintain and update company templates, staff contact lists, organizational maps, and related materials
• Assist with event logistics, including onsite and offsite meetings and travel coordination for executives and visiting staff
• Arrange transportation and lodging for employees and guests, including flights, hotels, and car rentals
• Manage business card orders and edits

Office Operations & Facilities Support

• Oversee day-to-day office operations to ensure a clean, efficient, and well-functioning workspace
• Order and maintain office supplies, snacks, beverages, postage, and other materials
• Coordinate food and beverage for meetings and corporate events
• Manage building maintenance requests and serve as the point of contact with property management
• Maintain relationships with office vendors
• Collect and distribute incoming mail and packages

New Hire Support

• Coordinate with IT for new hire setup (e.g., hardware requests, desk setup, software access)
• Maintain and update copier users and office equipment permissions
• Assist with onboarding logistics for new employees

Accounting & Finance Coordination

• Process and route invoices for approval and submission to Accounts Payable
• Support accounting-related tasks such as expense reports, deposits, and reconciliations
• Handle office-related billing and maintain accurate records for vendors and expenses

Other Duties

• Support company communications such as press releases or internal announcements as needed
• Perform additional administrative or operational projects as assigned

Qualifications

• 3+ years of administrative, office coordination, or operations experience (corporate or professional services environment preferred)
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities with professionalism and discretion
• Basic accounting or bookkeeping experience preferred
• Self-starter with a service-oriented mindset and ability to anticipate team needs

Education

• Associate’s or bachelor’s degree in business, communications, or a related field preferred

Benefits

• 401(k)
• Health, dental, and vision insurance
• Paid time off
• Flexible schedule