Office Assistant

Description

Position Summary 

The Office Assistant enhances Chief Engineer of Research & Development and CEO productivity at our Florida office by anticipating needs and executing administrative priorities, enabling leaders to focus on global strategy. Serving as a trusted partner and respected gatekeeper. This role supports visiting executives and ensures seamless daily operations for our research-focused site. Upholds our Culture Pillars: To Be Trustworthy, Knowledgeable, Caring, and a Sense of Fun.

Office Culture

Our Culture Pillars:  “To be Trustworthy, Knowledgeable, Caring, and have a Sense of Fun”.

The office operates in a casual, research-oriented environment; professional attire is usually not required.

Supervisory Responsibilities

This role has no supervisory responsibilities.

Requirements

Approximate % of Time (or frequency: daily / weekly / monthly)

• Maintaining Outlook calendar — 5%
• Greeting visitors and creating security badges — 1%
• Booking travel (domestic & international) — 10%
• Reconciling expense reports — 5%
• Purchasing supplies (including research team supplies) — 20%
• Running errands (FedEx, Post Office) — 10%
• Purchasing food for office / visitor meals — 5%
• Answering phones — 10%
• Opening mail (as needed)
• Creating emails on behalf of leaders (as needed)
• Creating PowerPoint presentations (as needed)
• Creating Excel spreadsheets — 25%

Core Responsibilities / Essential Duties

• Manage calendar, meeting schedules, agendas, presentations and follow-up action items for senior leaders.
• Coordinate with the CEO and other executives to prioritize tasks and support efficient time management.
• Full travel planning and logistics for visiting executives and in-office (bookings, itineraries, accommodations, and on-site arrangements).
• Prepare and reconcile expense reports; participate in monthly corporate credit card reconciliation.
• Serve as front desk lead: greet visitors, create security badges, receive packages (Amazon, UPS, etc.), and manage incoming mail.
• Purchase and maintain office and research supplies; track inventory and place orders as needed.
• Coordinate domestic and international shipping; track shipments and liaise with carriers.
• Maintain kitchen and conference room areas; purchase food for office and visitors.
• Run errands (FedEx, Post Office) and handle ad-hoc administrative requests.
• Manage relationships with building vendors and suppliers (e.g., HVAC, electrical, janitorial) and act as the point of contact for third-party vendors, direct selling suppliers, and industry associations.
• Support corporate presentations using AI-assisted design/content tools when required.
• Collaborate cross-departmentally to meet timelines for project deliverables; may attend key meetings to capture action items and takeaways.
• Ensure leaders are informed of important milestones and deadlines and coordinate regularly with CEO Admin to align meeting needs.
• Incorporate and follow project management processes and complete SOPs in administration impact areas as requested.

Other Duties (as needed)

• Ordering supplies and materials for office and research teams.
• Shipping coordination (domestic and international) and shipment tracking.
• Managing and tracking departmental expenses; working with accounting on reconciliations.
• Receiving and logging orders and deliveries at the front desk.
• Making travel and hospitality arrangements for visitors, employees, and CEO.
• Managing building supplier relationships and service requests.
• Supporting ad-hoc projects and administrative initiatives as assigned.

Qualifications & Experience

• High school diploma required; some college or trade school preferred.
• 3–5+ years of executive administrative experience, including calendar and travel management.
• Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint).
• Experience with procurement and vendor management; familiarity with shipping and logistics preferred.
• Prior project management experience is a plus.
• High level of integrity, confidentiality, and reliability.
• Excellent problem-solving and decision-making skills; strong prioritization and strategic planning abilities.
• Exceptional interpersonal skills and emotional intelligence.
• Clear written and oral communication, strong listening and comprehension.
• Well-organized, detail-oriented, and solution-minded.

PHYSICAL DEMANDS 

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer. The employee is required to be mobile to, from, and within the office. The employee may occasionally move up to 25 pounds.

WORK ENVIRONMENT AND EXPECTATIONS

Altamonte Springs Florida - Fully onsite at Office-based position 

Work Schedule Hours: Front desk coverage 7:00 AM – 4:00 PM (Monday–Friday)

LifeWave is committed to creating an inclusive workplace that values diversity and promotes equal opportunities for all. We embrace the principles of the Americans with Disabilities Act (ADA) and strive to provide reasonable accommodations to qualified individuals with disabilities.

In our pursuit of building a diverse and talented team, we encourage candidates of all abilities to apply for positions at LifeWave. If you require accommodation during the application or interview process, please inform our HR department, and we will work with you to ensure your needs are met.