Office Assistant (Contract)

JOB SUMMARY:

The Office Assistant will assist guests and employees with services such as making dinner and tour reservations, offering suggestions for events, and arranging transportation. This is a 3-5 month contract.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Assists guests and employees in a branded, friendly, proactive, and efficient manner with appropriate follow-up as necessary.
• Prepare travel itinerary and reservations for employees and guests. Research and book reservations for flights, hotels, dinners, activities, and car/taxi service. Communicate travel itineraries to employees and guests, provide updates for any delays/changes. Ensure first-rate employee and guest travel experience.
• Plans and schedules special events, parties, or meetings. Responsibilities include setup and breakdown of meetings and or events, management of vendors and communication to participants.
• Builds an extensive knowledge base of local area hotels, meeting areas, restaurants, shops, attractions, transportation options, and airports. Communicate recommendations to employees and guests.
• Builds an extensive knowledge base of local area restaurants, shops, attractions, transportation options, and airports.
• Acts as the liaison for the office and provides a variety of business services and support to employees and guests such as conference room and office space reservations, A/V and equipment use and printing requests.
• Receives, stores and/or distributes all mail deliveries.
• Provides a variety of business services such as shipping packages and assisting with printing needs.
• Orders, tracks, and stocks inventory for office and breakroom supplies
• Track inventory costs and operate within set budgets
• Creates & submits expense reports
• Submits PO Requests
• Accepts deliveries and notifies recipients
• Greet and direct visitors & employees
• Assist with badge distribution and badge log updates
• Maintain breakroom area which includes maintenance of beverage machines as needed
• Maintain office supply area
• Screens phone messages and forwards to appropriate recipient
• Performs other related duties as assigned.
• Other duties as assigned.

EXPERIENCE & QUALIFICATIONS:

• High School Diploma Required.
• Must have ability to work on-site Monday through Friday at least from 8:00am - 5:00pm and other hours as requested.
• Requires 2+ years of meeting coordination experience for executive level clients/customers
• Requires 2+ years of travel coordination experience
• True desire to satisfy the needs of others in a fast-paced environment
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent problem-solving and critical thinking skills.
• Must have a positive attitude with the ability to remain flexible and patient.
• True desire to satisfy the needs of others in a fast-paced environment
• Excellent organizational and multitasking skills.
• Excellent administrative skills.
• Multitasking a must
• Must have own transportation to drive between offices and or Post Office (all within 2 miles of HQ)
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.

The statements in this position description are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. The manager may assign additional responsibilities and assignments from time to time.

BioCryst is an equal opportunity employer and is committed to providing equal employment opportunities without regard to age, race, religion, sex, sexual orientation, gender identity, national origin, Veterans status, disability and/or other protected class characteristics. Additionally, BioCryst is committed to achieving its business objectives in compliance with all federal, state and local law.