Office Assistant & Assistant to Chief of Staff

1. Reception & Front‑of‑House Management

• Serve as the primary point of contact for visitors, clients, and partners.
• Welcome guests with a high level of professionalism and ensure a positive experience.
• Manage the reception desk (phones, emails, deliveries, badges, visitor registration).
• Coordinate meeting rooms, prepare them (equipment, refreshments), and ensure smooth turnover.
• Handle incoming and outgoing mail, courier services, and logistics.
• Maintain a clean, organized, and elegant reception area aligned with corporate standards.

2. Office Management (for an 80‑employee office)

• Ensure smooth daily office operations and act as the central go‑to person for all office‑related topics.
• Liaise with suppliers, facility management, IT, building services, and external vendors.
• Oversee office supplies, equipment, and space planning (desks, seating plans, workspace allocation).
• Support health & safety procedures and ensure compliance with internal guidelines.
• Support the organization of internal events, celebrations, and company gatherings.

3. Executive Support to the Chief of Staff

• Act as a trusted right hand to the Chief of Staff, supporting coordination and project follow‑up for the CEO Office.
• Prepare agendas, reports, briefing documents, and presentations.
• Assist with high‑level meeting preparation, leadership offsites, board sessions, and travel arrangements.
• Track deadlines, priorities, and follow‑up actions to ensure nothing falls through the cracks.
• Handle sensitive and confidential information with absolute discretion.

4. Administrative & Coordination Tasks

• Process invoices, expense reports, purchase orders, and supplier contracts.
• Maintain digital and physical filing systems and internal databases.
• Support onboarding/offboarding: equipment preparation, access badges, welcome packs, office tours.
• Draft internal communications and support cross‑department requests when needed.