Office Assistant

Impec Group focuses on the human touch --- which encompasses our collective experiences, health, safety, and wellbeing in the workspace. We exist to serve people. Our mission is people’s success within the workplace industry through Innovation, Integration, and Integrity. By integrating innovation and integrity, we help people succeed in the workplace. We think bigger, bolder, and dive deeper into the built-environment solutions.

Position Overview

Our client is a new scientific institution that conducts curiosity-driven basic science and technology development to understand and treat complex human diseases. Impec Group is seeking an Office Assistant to join our team and ensure the smooth operation of our client site in Palo Alto, California. This role is essential and requires onsite presence. The Office Assistant will support our team of scientists and bring the magic of their day-to-day office needs.

Pay Range $30-35/hr

Position Temporary Part-Time Office Assistant

Schedule 2 days, 16 hours per week

Key Responsibilities

• Be the face - greeting new employees and visitors and ensuring their office needs are met.
• Own the badging process from creation to replacement to return.
• Act as the information source of the office, troubleshooting basic tech issues and connection employees with appropriate company resources and teams, where needed.
• Oversee and support administrative duties in the office, including maintaining company’s shared spaces, owning the main program and managing the company’s employee directory.
• Create a warm and collaborative environment for scientists and set up social events for employees.
• Maintain office organization and stock systems to include organizing office operations and procedures, designing filing systems, reviewing and approving supply requisitions, and placing orders as necessary.
• Implement office policies and procedures, ensuring they support a collaborative, high growth environment.
• Assist with office layout planning, office moves, and desk assignments.
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, and creating reports.
• Communicate issues to Facilities, Security, and Janitorial as they arise or are reported.
• Coordinate with Vendors and Facilities for services as needed.

Requirements

• 3-5 years administrative experience including managing calendars and scheduling meetings.
• Previous office management experience in high growth environment.
• Passion for organization with ability to dive into the details and anticipate employee needs.
• Proficient with standard office software.
• Experience in highly collaborative environment, working closely with key partners in Operations, HR, Recruiting and Facilities.
• A calm and positive energy in the face of ambiguity, shifting priorities, and rapid change.
• A problem-solver by nature where no issue is too big or too small.
• Love of bringing people together via social events or shared experiences to ensure they collaborate and learn from each other.
• As the face of the company, a willingness to work onsite (in Palo Alto, CA) two days per week.

Physical Requirements

This role may require the ability to lift, carry, and move objects weighing up to 50lbs or more, and perform physical tasks such as bending, stooping, and reaching.

Employment authorization will be conducted via E-Verify within the first three days of employment.

Impec Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factors.