Office Assistant - Apex Systems : Job Details

We are seeking a highly organized and detail-oriented Office Assistant to support the daily operations of a dynamic and intellectually engaging workplace. The ideal candidate will have experience supporting scientists, researchers, or technical professionals and be comfortable managing administrative tasks in a fast-paced setting. This role requires excellent communication skills, strong multitasking abilities, and a proactive approach to problem-solving.

Visitor Management

• Serve as the primary point of contact for visitors, ensuring a professional and welcoming environment.
• Coordinate with onsite security to facilitate smooth entry and exit procedures.

Facilities & Vendor Coordination

• Manage setup and coordination of virtual meetings, conference rooms, and large event spaces.
• Assist with procurement and organization of office supplies and equipment.
• Oversee food and beverage programs, including catering orders and pantry upkeep.
• Submit and track facility maintenance requests to ensure timely resolution.
• Communicate with onsite support staff as needed.
• Support office space planning, workspace organization, and office moves when necessary.

Administrative Support

• Provide administrative assistance to scientific, research, and operations teams.
• Support scheduling of meetings, seminars, and visits.
• Arrange travel and accommodations for team members.
• Prepare expense reports and other documentation as needed.

Shipping, Receiving & Mail Operations

• Provide backup support for shipping and receiving, ensuring accurate processing of shipments.
• Assist with sorting and distributing incoming mail and packages.
• Coordinate with service vendors to ensure smooth deliveries and maintenance.
• Handle temperature-sensitive or time-critical deliveries in the absence of the primary lead.

General Office Support

• Maintain cleanliness and organization of common areas, meeting rooms, and kitchen spaces.
• Handle confidential information with discretion.
• Take on additional responsibilities as needed to support smooth office operations.

Must Have

• High school diploma or equivalent (Associate's or Bachelor's degree preferred)
• 13 years of experience in an administrative or office operations role
• Proficiency in Google Workspace and Microsoft Office Suite
• Strong organizational and multitasking skills
• Excellent verbal and written communication
• Attention to detail and problem-solving abilities
• Ability to work independently and collaboratively
• Professional demeanor and positive attitude

Nice to Have

• Experience supporting scientists, researchers, or technical teams (preferred but not required)

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.