Office Assistant

EPCVIP is looking for a reliable, people-first Office Assistant to keep our workplace running smoothly every day. This is a 4 days a week part time (7 am to 2 pm) on-site role where this person will be the face of our front desk, the engine behind our kitchen and event operations, and a trusted backup to our Office Manager. This role will report to an Office Manager and touch almost every corner of the employee and visitor on-site experience: from greeting guests to coordinating team lunches to getting conference materials shipped on time. WE are looking for someone who takes pride in a well-run office and loves bringing a little warmth to the workday.

Responsibilities:

• Own the front desk and reception areas: greet guests, employees, and vendors professionally, prepare conference rooms, and coordinate food and coffee for client meetings.

• Order and stock food, drinks, snacks, and supplies across all kitchens and the cafeteria; manage vendor relationships for grocery, Amazon, and water delivery orders.

• Sort and route all incoming mail, handle package intake, and coordinate outbound shipping via UPS/FedEx.

• Coordinate recurring team culture events: weekly team lunch, birthday celebrations, and baby showers: including ordering, budgeting, and scheduling.

• Support conference and event logistics: pack, ship, and track booth materials, swag, and travel logistics ahead of each deadline.

• Assist with client and team gifting, coordinating orders within approved budgets and internal ticketing processes.

• Serve as backup to the Office Manager on select administrative and light-support tasks when they are unavailable.

Education

• High school diploma or equivalent required.

• Associate's or Bachelor's degree in Business Administration or a related field preferred.

• Certifications in office administration or customer service (e.g., CAP – Certified Administrative Professional) are a plus.

Experience

• 1+ years in an office coordinator, administrative assistant, or hospitality-adjacent role.

• Nice to have: prior event planning, hospitality, or conference/trade-show logistics experience.

• Strong organizational and multitasking abilities: you can juggle daily, weekly, and event-based deadlines without dropping the ball.

• Clear, professional communication with guests, vendors, and internal teams.

• Comfortable with online ordering and vendor platforms, basic ticketing tools (e.g., JIRA), and team messaging tools (e.g., Slack).

• Trustworthy with sensitive responsibilities including mail handling, light banking support, and adherence to budget guidelines.

• Able to lift and move supplies and event materials (up to ~25 lbs) and commit to full-time, on-site presence.