Position Summary

The Office Assistant is responsible for executing day-to-day administrative and office operations that keep MDC running smoothly and consistently. This role supports internal operations by completing defined tasks, maintaining organized records, and ensuring routine office and administrative needs are handled on time and with care. Success in this role is measured by consistency, accuracy, responsiveness, and work that is fully completed without gaps.

Core Responsibilities

• Order, restock, and maintain office supplies and kitchen/common area inventory.
• Serve as the primary point of contact for building management and coordinate facility’s needs (ex: painting, access requests, maintenance issues).
• Assist with coordinating office-related vendor requests and track assigned follow-ups using established processes.
• Collect, organize, and prepare office and facilities-related invoices for review and reconciliation.
• Answer and manage the main MDC phone line and route calls appropriately.
• Manage the inbox by monitoring messages daily, responding or routing inquiries, tracking follow-ups through closure, and maintaining professional communication.
• Escalate non-routine, sensitive, or unclear inquiries according to established guidelines.
• Coordinate technical onboarding steps for MDC employees, MDC temps, and clients (systems access, tools, standard onboarding workflows).
• Maintain MDC’s standard administrative and compliance documents, ensuring current versions are stored in designated shared and public locations.
• Support client close-out and milestone activities, including sending surveys, tracking responses, and coordinating client gifts and acknowledgements.
• Track organizational milestones and coordinate internal recognition activities.
• Provide scheduling and calendar support for the CEO as assigned.

Required Qualifications

• High school diploma or equivalent required; additional education or training preferred.
• At least 1 year of experience in an office, administrative, or customer support role in a professional setting.
• Demonstrated consistency, dependability, and ability to complete recurring work as expected.

Core Competencies

• Execution & follow-through – completes assigned work fully and on time.
• Organization – keeps work structured, accurate, and easy to find.
• Care & quality – checks work for accuracy and takes pride in what is delivered.
• Flexibility – adapts to shifting priorities and supports team needs as required.
• Team mindset – contributes reliably, collaborates professionally, and works without ego.
• Judgment within scope – follows defined processes and escalates issues when guidelines indicate.
• Professional communication – communicates clearly and professionally in writing and verbally.
• Systems & tools proficiency – comfortable using email, shared files, and task or project tools.
• Consistency & dependability – completes recurring tasks reliably without frequent reminders.
• Attention to detail – handles administrative work accurately and flags discrepancies.

Work Environment

Onsite daily. This role is performed at an office. Employees are expected to be present during scheduled working hours, maintain a professional demeanor, and follow all workplace protocols. Work must be performed using equipment and practices that support ergonomics and safety. Employees are responsible for safeguarding company and client data at all times.

This position description is intended to provide a general overview of the role’s primary duties and responsibilities. It is not an exhaustive list of all tasks an employee may be required to perform. Employees are expected to carry out other reasonable duties as assigned, consistent with supporting the overall success of Magnificent Differences Consulting, LLC.

Employment with MDC is on an at-will basis, meaning that either the employee or the company may terminate the employment relationship at any time, with or without cause or notice. We are committed to providing equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, or any other characteristic protected by law. We comply with the Americans with Disabilities Act (ADA) and will consider reasonable accommodations necessary to enable individuals with disabilities to perform the essential functions of the job.