People & Culture Assistant

Prolific•Indianapolis, IN

6d•Onsite

About The Position

Prolific is seeking a friendly, reliable, and highly organized People & Culture Assistant to serve as the welcoming face of our Downtown Indianapolis office while supporting day-to-day operations. This part-time position is tentatively scheduled for Mondays, Tuesdays, and Thursdays and plays a key role on our People & Culture Team. The ideal candidate is motivated, detail-oriented, and passionate about creating positive, seamless experiences for employees and guests alike. We’re looking for someone with a strong hospitality mindset, a proactive approach to problem-solving, and an eye for process improvement. If you’re upbeat, dependable, and excited to contribute to a collaborative and positive company culture, we’d love to hear from you!

Requirements

High school diploma or equivalent required, prefer experience in an administrative support role such as receptionist or front desk role in an office environment
Strong customer service and interpersonal skills
Excellent organizational skills with strong attention to detail and time management
Professional written and verbal communication skills
Positive attitude with a willingness to learn and contribute to team goals
Ability to work productively with minimal supervision and follow tasks through completion
Ability to handle confidential information with discretion
Proficiency in Microsoft Word, Excel, PowerPoint, and basic web navigation
Ability to adapt to change and manage shifting priorities effectively
Must be able to read and edit spreadsheets, email and other related tools related to the role
Must be able to communicate extensively and effectively with staff and vendors via telephone, one-on-one conversations, face-to-face, and written correspondence
Requires extensive use of keyboards, calculators, and other administrative equipment.
Must be able to process and maintain large volumes of documentation
Must be able to sit or stand for extensive periods of time and navigate through the office
Must be able to function within a moderate noise level office environment
Ability to travel to and work in the corporate office located inIndianapolis, Indiana is required
Must be able to occasionally lift up to 20-pound packages

Responsibilities

Manage office grocery purchasing and inventory, including monthly bulk orders (Sam’s Club or Costco) and smaller grocery orders as needed
Ensure office drink stations are fully stocked and operational, including the cold brew machine and 5-gallon water deliveries through Primo Water
Oversee Pub restocking to ensure the office is always guest-ready, including drink fridges, coffee supplies, snacks, paper goods, and plastic utensils
Maintain office and print shop supplies (paper, toner, etc.), ensuring adequate inventory and organization
Coordinate and order weekly office lunches on Tuesdays
Manage reporting for office-related expenses
Provide meeting coordination and support to the team as needed
Lead the planning, coordination, and execution of company-wide events and engagement activities, such as parties, holiday events, and community engagement activities.
Serve as the primary point of contact for building management, including: key fobs, maintenance requests, and parking validations
Main point of contact for employee parking, providing updates to the Wabash Garage as needed.
Submit guest welcome screens; greet visitors and provide office tours when requested
Maintain organization and inventory of office supply closets and storage areas
Coordinate outgoing shipments from the office via USPS, prepping shipping labels as needed.
Assist with client and employee Christmas gifting, including gift research, quantity planning, address collection, and shipping coordination.
Manage employee birthday recognition, including posting birthday messages in Slack and sending cards to employees
This job description is not an exhaustive list of responsibilities that may be expected in this role.