Onsite Office Assistant (Part Time)

Rhapsody•Boston, MA

1d•$25 - $28•Onsite

About The Position

We are seeking a highly organized and proactive Office Assistant to provide onsite support for our Boston office. This is a part-time role focused on handling general office and facility management, onsite meeting logistics, and vendor relations for our office space. In addition, this role may support our executive team with scheduling and other administrative tasks to ensure smooth day-to-day operations.

Requirements

Ability to work part-time (up to 25 hours), onsite 2 days each week (Tuesday and Thursday from 8:00am-5pm)
Working towards a bachelor’s degree or equivalent experience in business administration, human resources or a related field.
Exceptional organizational skills and ability to multitask effectively in a fast-paced environment.
Strong interpersonal and communication skills, with a high level of professionalism and a friendly, people-oriented demeanor.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with video and audio-conferencing tools (i.e. Microsoft Teams, Zoom).
Ability to prioritize tasks with a calm and proactive approach.
Embrace AI-enhanced workflows: Leverage AI tools (e.g., ChatGPT, GitHub Copilot) to increase efficiency, improve decision-making, and continuously explore new ways to augment your work with emerging technologies

Nice To Haves

Experience using Concur for expense reimbursements is preferred.

Responsibilities

Office Management and Support: Maintain an efficient stock of office and pantry supplies, proactively ordering and restocking as necessary to support daily operations and special events.
Develop and implement office policies and procedures (i.e. reserving conference rooms, requesting access badges) that align with company standards, ensuring consistent adherence across all teams.
Manage incoming and outgoing mail, courier services, and deliveries.
Monitor office cleanliness and liaise with building cleaning staff to ensure a tidy environment.
Serve as backup to the Executive Operations Partner, supporting the CEO, and providing project support to G&A functions, as needed.
Onsite Meeting and Event Coordination: Greet visitors, clients, and employees, ensuring a welcoming and professional environment.
Coordinate and support all aspects of onsite meetings, including room reservations, set-up, catering, technology needs, and receiving visitors and/or vendors as needed to ensure an organized and efficient experience for all participants.
Provide refreshments and ensure meeting rooms are clean and equipped.
Assist with planning and coordinating onsite and virtual meetings, events, and team activities.
Assist with planning and coordinating company events and team activities.
Facility Management and Vendor Coordination: Coordinate with the building to notify security of upcoming visitors and guests and create access badges for the Boston-based office team.
Serve as the point of contact for any building or maintenance needs, coordinating with vendors and service providers to resolve issues efficiently.
Act as a central communication point within the Boston office, handling inquiries, assisting employees, and maintaining an organized, welcoming environment.
Serve as the onsite Emergency Coordinator, staying informed of all routine and non-routine building tests and ensuring the office is prepared for emergencies.
Administrative Support: Assist with scheduling and calendar coordination for the executive team, including meetings, travel management, and recurring commitments.
Handle expense reports, purchase orders, and invoice processing in a timely and accurate manner.
Provide general administrative support such as correspondence, document preparation, and data entry.
Maintain confidentiality and handle sensitive information with professionalism and discretion.
Anticipate the needs of the executive team and proactively offer support to ensure smooth operations.