Office & Administrative Assistant

Keep the office and meeting rooms clean, organized, well-stocked, and welcoming, including ordering office and pantry supplies, refreshments, and snacks

Coordinate company-related supplies and shipments with our external sites

Serve as day-to-day point of contact for facilities, vendors, and property management (e.g., night cleaning), supporting safety and security protocols and reporting maintenance or safety concerns

Maintain incoming and outgoing mail, and accept, distribute, and deliver shipments

Reconcile records for supplies used, equipment returned, and related project costs, flagging discrepancies for review

Maintain service and repair logs for office and kitchen equipment

Identify improvements to office processes and workspace setup, recommend them to the Manager, People Operations, and implement approved changes 

Experience keeping office emergency preparedness current, including updating emergency action plans, evacuation maps, emergency contact lists, and coordinating drills with building management

Serve as the on-site first point of contact for employees, candidates, and visitors, representing Terawatt with a positive first impression with clear communication and professionalism

Administer new-hire onboarding logistics, including setting up a new hire’s office desk, initiating background checks, Form I-9 employment eligibility verification, setup of company systems, and ordering equipment; partner with IT to collect, store, and reconfigure devices

Support offboarding by coordinating device retrieval with IT, deactivating badge access to office and facilities, and helping managers transition account access

Coordinate internal and external meetings, including booking conference rooms and lodging, arranging catering, and preparing materials

Plan and execute company team gatherings and company events from start to finish, including group lodging, ordering, setup, and cleanup

Support teams with miscellaneous tasks such as printing documents for wet signatures and DocuSign

3+ years of relevant experience in office administration or operations support

Working knowledge of office administration responsibilities, procedures, and ticketing systems

Experience working with office equipment and basic technology tools (printers, scanners, computers, office software) to maintain efficient workflows.

Proficient in MS Office and/or Google Workspace, AI tools; able to learn new software quickly

Strong written and verbal communication skills, with the ability to interact clearly and professionally with employees, vendors, and candidates

Customer Service skills to provide responsive support, handle inquiries, and represent the company professionally in person and over the phone

Ability to demonstrate discretion when handling confidential information

Comfortable with diverse tasks, from administrative work to physical setup and cleanup

Attention to detail and strong organizational skills for maintaining office space, managing records and documentation, which contributes to the overall efficiency in the workplace.

A proactive, “can-do,” “no task too small” attitude and a genuine desire to help others

Resourceful problem-solver who anticipates needs and manages multiple competing priorities

Resilient and adaptable in a changing environment

A collaborative team player who builds strong relationships with colleagues across departments

High school diploma or equivalent

Experience in an administrative support role that includes scheduling interviews, candidate communication, and follow-up

Experience supporting employee engagement activities and initiatives
Experience at a start-up or other fast-paced, high-growth environment

College coursework