Office Assistant

Filevine • Chicago, IL

4d • Onsite

About The Position

Filevine is seeking a reliable, organized, and proactive part-time Office Assistant to support the day-to-day operations of its Chicago office. The role maintains a welcoming, clean, and organized workplace while providing administrative and operational support to employees, guests, and visitors. Responsibilities range from front desk coverage and office supply management to new-hire setup, office lunches, and facilities coordination. The Office Assistant reports to Filevine’s Sr Director of People and helps ensure smooth office operations and a positive onsite experience.

The position is onsite in the Chicago office on Monday, Wednesday, and Friday, for up to 20–25 hours per week. Compensation is $25 per hour. The position is also eligible for paid time off and a comprehensive benefits package.

Requirements

• Strong organizational, time-management, communication, and problem-solving skills, with attention to detail and the ability to manage multiple priorities.
• Professional, welcoming, and customer-service-oriented approach when interacting with employees, guests, vendors, and building management.
• Ability to work independently, take initiative, and proactively support daily office operations in a fast-paced environment.
• High school diploma or equivalent required.
• Must be available to work onsite in the Chicago office Monday, Wednesday, and Friday, up to 20–25 hours per week.
• Must be able to assist with office setup, lunches, events, and deliveries.
• Must be able to occasionally lift up to 25 lbs.

Nice To Haves

• 1–2 years of experience in office administration, front desk operations, hospitality, or a related field preferred.
• Proficiency in Microsoft Office and Google Workspace preferred.

Responsibilities

• Manage front desk operations, greet and check in guests, clients, and interview candidates, and maintain a welcoming reception area.
• Receive, sort, distribute, and prepare outgoing mail and packages for all departments.
• Coordinate and manage office lunches, including setup, cleanup, and breakdown of weekly meals and special events.
• Create, issue, manage, and deactivate employee building access badges for new hires and departing employees.
• Serve as the primary point of contact for building management, submitting and following up on maintenance requests and work orders.
• Monitor and restock kitchen and breakroom supplies, including coffee, snacks, beverages, and other essentials.
• Manage ordering and inventory of office snacks, supplies, and other workplace necessities.
• Maintain the cleanliness and organization of the office, including light cleaning and tidying of communal spaces, kitchens, breakrooms, and storage areas.
• Prepare for new-hire orientation by setting up designated meeting rooms, preparing computers and equipment, and organizing new-hire materials such as company T-shirts.
• Coordinate with IT on new-hire seating arrangements, desk assignments, and workstation preparation to ensure employees have the appropriate technology and equipment ready for their first day.
• Attend building information sessions and communicate relevant building updates, policies, maintenance schedules, and closures to employees.
• Assist with general office operations, event logistics, and other administrative tasks as needed.
• Assist with office setup, lunches, events, and deliveries.

Benefits

• Paid time off policy
• Medical, dental, and vision insurance (for full-time employees)
• Enhanced commuter benefit: $75 monthly contribution to help cover the commute to 1 S Wacker
• Maternity and paternity leave (for full-time employees)
• Short- and long-term disability
• Top-of-the-line company swag

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED