Office Administrative Assistant

Location: Irving, TX (Onsite)
Pay Rate: $25/hour

Position Overview

We are seeking a professional, dependable, and proactive Office Administrative Assistant to support day-to-day office operations, facilities management, purchasing, and administrative needs.

This individual will serve as the first point of contact for visitors, help maintain a welcoming and organized workplace, and work closely with the Executive Assistant and senior leadership team.

The ideal candidate is a highly organized, detail-oriented self-starter who takes initiative, anticipates needs, and enjoys supporting others. This is a hands-on office support role that requires someone comfortable managing everyday office responsibilities while maintaining a high level of professionalism, discretion, and confidentiality.

Key Responsibilities

Front Desk & Visitor Management

• Serve as the first point of contact for employees, guests, and visitors at the Irving office.

• Greet and welcome visitors in a friendly, professional manner.

• Coordinate building access for visitors, employees, and remote team members.

• Maintain a clean, organized, and professional front desk and reception area.

• Interact regularly with employees, executive leadership, and external stakeholders.

Office Operations & Facilities Management

• Oversee daily office needs to ensure a clean, organized, well-stocked, and functional workplace.

• Maintain inventory of office supplies, beverages, snacks, and other essentials.

• Place Amazon orders and coordinate purchasing for the Irving office and remote employees.

• Manage employee shipping addresses and coordinate deliveries as needed.

• Receive, sort, and distribute incoming mail, packages, and deliveries.

• Coordinate outgoing shipments and shipping requests.

• Perform light office upkeep, including maintaining kitchen counters, sinks, common areas, etc. 

• Coordinate with building management regarding office access, maintenance requests, and facility-related issues.

• Submit and track work orders through the building management portal.

• Assist with office transitions, moves, and setup of new office locations as needed.

Meetings, Events & Administrative Support

• Assist with onsite meetings and company events, including catering, deliveries, room setup, and cleanup.

• Support the planning and coordination of company gatherings, holiday parties, and employee events.

• Research and retrieve missing itemized receipts for executive team members.

• Provide general administrative assistance to the Executive Assistant and leadership team as needed.

• Help with miscellaneous projects, purchasing requests, and other administrative tasks.

• Maintain confidentiality when handling sensitive company or executive information.

Required Qualifications

• Previous experience in office administration, administrative assistance, reception, office coordination, or a similar role preferred.

• Excellent interpersonal and communication skills, with a professional and welcoming demeanor.

• Strong organizational skills, attention to detail, and the ability to manage multiple responsibilities.

• Proactive, self-motivated approach with the ability to identify and complete tasks independently.

• Dependable, punctual, and comfortable working in an onsite office environment.

• Willingness to perform hands-on office support duties, including stocking supplies, organizing common areas, and light office upkeep.

• Comfortable interacting with senior executives, employees, visitors, and external vendors.

• Basic computer proficiency, including Microsoft 365 and common business applications.

• Ability to learn and use tools such as Slack, Amazon Business, and office/building management systems.

• Ability to exercise professionalism, discretion, and confidentiality.

Preferred Qualifications

• Experience supporting office operations in a corporate or professional services environment.

• Previous experience coordinating vendors, office purchasing, shipping, or facilities requests.

• Experience assisting with meetings, company events, or employee engagement activities.

• Familiarity with executive calendar management, scheduling, and travel coordination.

• Exposure to expense reporting, budget tracking, or basic financial administration.

• Interest in developing additional administrative or executive support skills over time.

IQ Clarity is an equal opportunity employer