Office Assistant

EPCVIP, Inc; Calabasas (CA); On-site; USD 18,000 - 24,000; Part time

Job summary

EPCVIP, Inc. is seeking a reliable Office Assistant to keep our Calabasas workplace running smoothly.

This on-site, part-time role (4 days a week, 7am–2pm) will be the face of our front desk, support the kitchen and events operations, and serve as a backup to the Office Manager. You will greet guests, coordinate meetings and lunches, manage mail and shipments, with duties spanning vendor coordination, ordering, budgeting for team events, and light administrative tasks.

Qualifications

• High school diploma or equivalent required.
• 1+ years in office coordinator, administrative assistant, or hospitality-adjacent role.
• Certifications in office administration (e.g., CAP) are a plus.

Responsibilities

• Own the front desk and reception areas, greet guests, prepare conference rooms, and coordinate food and coffee for meetings.
• Order and stock food, drinks, snacks, and supplies; manage vendor relationships for grocery, Amazon, and water deliveries.
• Sort and route mail, handle package intake, and coordinate outbound shipping via UPS/FedEx.

Skills

Organizational skills

Communication

Multitasking

Vendor relationships

Education

High school diploma

Associate's or Bachelor’s degree in Business

CAP certification

Tools

JIRA

Slack

Job description

EPCVIP is looking for a reliable, people‑first Office Assistant to keep our workplace running smoothly every day. This is a 4 days a week part time (7 am to 2 pm) on‑site role where this person will be the face of our front desk, the engine behind our kitchen and event operations, and a trusted backup to our Office Manager. This role will report to an Office Manager and touch almost every corner of the employee and visitor on‑site experience: from greeting guests to coordinating team lunches to getting conference materials shipped on time. WE are looking for someone who takes pride in a well‑run office and loves bringing a little warmth to the workday.

Responsibilities

• Own the front desk and reception areas: greet guests, employees, and vendors professionally, prepare conference rooms, and coordinate food and coffee for client meetings.

• Order and stock food, drinks, snacks, and supplies across all kitchens and the cafeteria; manage vendor relationships for grocery, Amazon, and water delivery orders.

• Sort and route all incoming mail, handle package intake, and coordinate outbound shipping via UPS/FedEx.

• Coordinate recurring team culture events: weekly team lunch, birthday celebrations, and baby showers: including ordering, budgeting, and scheduling.

• Support conference and event logistics: pack, ship, and track booth materials, swag, and travel logistics ahead of each deadline.

• Assist with client and team gifting, coordinating orders within approved budgets and internal ticketing processes.

• Serve as backup to the Office Manager on select administrative and light‑support tasks when they are unavailable.

Education

• High school diploma or equivalent required.

• Associate's or Bachelor's degree in Business Administration or a related field preferred.

• Certifications in office administration or customer service (e.g., CAP – Certified Administrative Professional) are a plus.

Experience

• 1+ years in an office coordinator, administrative assistant, or hospitality‑adjacent role.

• Nice to have: prior event planning, hospitality, or conference/trade‑show logistics experience.

Qualifications

• Strong organizational and multitasking abilities: you can juggle daily, weekly, and event‑based deadlines without dropping the ball.

• Clear, professional communication with guests, vendors, and internal teams.

• Comfortable with online ordering and vendor platforms, basic ticketing tools (e.g., JIRA), and team messaging tools (e.g., Slack).

• Trustworthy with sensitive responsibilities including mail handling, light banking support, and adherence to budget guidelines.

• Able to lift and move supplies and event materials (up to ~25 lbs) and commit to full‑time, on‑site presence.