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Req # 7686

Office Assistant

Location: New York NY US

Job Category: Administrative/Operations

Job Description:

Who are you? You are obsessed with organization, passionate about taking care of your work family and are always up for a new challenge. Whether it is coordinating a client visit to the office, hosting a WE senior executive or our annual community service activity, you are ready, willing and able to make sure the details get sorted and experiences are seamless. And who are WE? So glad you asked - we solve amazing, complicated, strategic, creative, fast-moving, global and tactical mind-benders. That’s just Monday. Right after coffee.

If these are  JUST some of the things that you are passionate about - we'd love to meet with you!


Oversee and be responsible for the day-to-day operations of the New York office.

  • Work closely with Operations Managers in our HQ to maintain WE facility standards 
  • Be the New York office point of contact for operations, human resources, technology services, business services and other WE offices
  • Keep the office fueled and functioning with the support of local vendor relationships you manage with HQ support, including:
    • Office supplies
    • Kitchen supplies
    • Shipping / courier service
    • Copier maintenance
    • Cable service
    • Recycling
    • Plant care
    • Others as needed
  • Be the onsite safety and security contact
  • Manage office space planning and internal moves as needed
    • This could be as big as a full-scale office relocation or as minor as a desk move. And sometimes you get to buy furniture.
  • Help new hires and visitors know where to sit, get coffee and get their PCs up and running.
  • Partner with Technology Services in:
    • Providing technology support to the office in compliment to Service Desk
    • Developing familiarity with all Agency technologies and TS Support tools necessary to providing feedback and updates to TS management on support and health of technology in respective office location
      • Handling asset tracking (physical reporting/tagging)
  • Act as a liaison for Technology Services for the following:
    • Server back-up
    • Phone and equipment maintenance/troubleshooting
    • User moves (phone and hardware)
    • Troubleshooting outages (network and phone)

Reconcile monthly operations budget

  • Monitor bills: e.g. couriers, vendors, facilities (cable tv, copier, etc)  
  • Act as first point of contact re day-to-day facility issues (such as temp control, lighting, etc.) with property/building management
  • Pick up and distribute mail
    • Handle outgoing mail requests (including general shipping and FedEx).  This includes interoffice shipments as well as regular mail that is sealed, labeled and ready to be stamped.  May assist with larger team mailings (including copying, collating, labeling, etc.) as time allows.   
  • Coordinate office recognition events, including buying birthday cards/flowers and monitoring budget
  • Coordinate courier pick-ups, receive deliveries
  • Manage kitchen maintenance throughout the day
    • Unload dishwashers (may also load dishes as needed)
    • Wipe down countertops; maintain cleanliness and organization of general area
    • Clean/stock refrigerators and cupboards
    • Maintain and order kitchen inventory
    • Maintain water chillers
  • Check conference rooms throughout the morning to ensure that they are left clean and orderly
  • Keep printer/copier stations stocked with paper and toner
  • Handle basic maintenance of office equipment (copiers, printers, fax machines, etc.). Maintain supply inventory. Elevate service requests to Ops Coordinator or Ops Supervisor when assistance from outside vendor is required. 
  • Handle miscellaneous errands related to day-to-day operations of the facility (i.e. non-standard kitchen or office supplies, etc.).
  • Participate in team or agency projects as required
  • Fulfill other office needs as required


Minimum education: High school education mandatory; college degree or equivalent work experience preferred

Minimum experience/skill requirements:

  • Minimum 1-3 years professional experience, preferably in a customer service role or professional office environment
  • Worked within a deadline-driven, team environment, preferably in a professional organization
  • Managed multiple projects simultaneously
  • Worked under various deadlines
  • Proficiency using computer and general business applications (Microsoft Office required), and has demonstrated an ability to learn new software application

 Required Skills:

  • Dependability and punctuality
  • Knowledge of MS Word, Excel, Outlook, and PowerPoint is required; Visio desirable.
  • Client and business environment:  Customer service orientation is a must.  Job pressure may exist from requirement of handling multiple tasks.
  • Working knowledge of office and administrative procedures.
  • Maintains a professional demeanor.
  • Fast paced environment (frequent tight deadlines, multitasking, etc.)
  • Strong customer service orientation
  • Willingness to take risks
  • Open to ongoing change
  • E-mail intensive environment
  • Interest in technology and how it’s changing our world
  • Handle obstacles and difficult people with diplomacy and tact
  • Open office environment
  • Business casual attire

Abilities required:

  • Must be able to work overtime and/or outside of regular business hours on occasion
  • Extensive computer and phone use
  • Must be able to read, write and speak English fluently
  • Must be able to sit or stand for long period of time
  • Must be able to lift 25 lbs





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