# Office Assistant **Company**: Gemini **Location**: Scottsdale, Arizona **Work arrangement**: onsite **Experience**: mid **Job type**: full-time **Category**: Operations **Industry**: Finance **Apply**: https://job-boards.greenhouse.io/gemini/jobs/8202091?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply **Canonical**: https://yubhub.co/jobs/job_b136b18e-207 ## Description We are seeking a proactive, highly organized, and hands-on Office Assistant to support the day-to-day operations of Gemini's Arizona Operations Center and broader Real Estate & Office Services initiatives. This individual serves as the primary on-site Office Services representative and partners closely with RESO leadership, Corporate Security, IT, People, property management, and external vendors across workplace operations, facilities, physical access, space planning, office projects and moves, on-sites and events, and employee experience. Given the nature of our workplace and 24/7 operations, this role requires a high degree of professionalism, maturity, discretion, and security awareness. Responsibilities: - Workplace Operations & Employee Experience - Serve as the primary on-site Office Services point of contact and oversee day-to-day workplace operations. - Maintain a professional, secure, organized, and employee-ready office environment, including shared spaces, pantry, supplies, mail, shipping/receiving, and workplace services. - Support the workplace needs of a 24/7 Operations Center, including seating, parking, access, shared spaces, and general office readiness. - Support employee on-sites, leadership visits, and office events, including rooms, catering, transportation, vendors, and related logistics. - Facilities, Property Management & Vendors - Serve as the day-to-day liaison with property management, building security, engineering, parking, and other building teams. - Coordinate building access, parking, maintenance, repairs, COIs, deliveries, vendor access, and other facilities requirements. - Space, Supplies & Inventory - Maintain seating charts and coordinate desk assignments, shared seating, workstation changes, and capacity needs. - Manage office furniture, supplies, and workplace inventory, including tracking, storage, and readiness. - Office Moves & Projects - Partner with RESO leadership, Corporate Security, IT, and other stakeholders on office moves, openings, buildouts, decommissions, and workplace projects. - Coordinate on-site execution, including vendors, packing, furniture, deliveries, access, employee communications, and move logistics. - Security & Access - Partner closely with Corporate Security to administer employee badges/access, vendor and visitor access, and other physical security requirements. - Maintain a security-minded approach to all workplace activities and ensure established access and security procedures are followed consistently. - Administration & Cross-Functional Support - Manage office-related purchasing, receipts, invoices, expenses, and supporting documentation. - Provide regular updates to RESO leadership and proactively surface upcoming needs, risks, cost-saving opportunities, or operational improvements. - Employee Onboarding Support - Support the workplace portion of employee onboarding, including coordinating desk assignments, building access, parking, and general office readiness with the appropriate internal teams. - Coordinate directly with new hires to provide office-specific information and ensure they understand access, parking, and arrival procedures. Qualifications: - 2+ years of experience in office services, workplace operations, facilities coordination, office management, hospitality, or a related role. - High level of professionalism, maturity, discretion, and sound judgment. - Strong security mindset and demonstrated ability to follow established policies, procedures, and protocols consistently and precisely. - Ability to work independently while understanding decision-making authority, functional ownership, and when escalation or approval is required. - Strong organizational skills, attention to detail, and ability to manage multiple priorities through completion. - Excellent written and verbal communication skills, including the ability to draft clear, professional employee and vendor communications and represent Gemini appropriately with employees, leadership, vendors, and building partners. - Experience coordinating vendors and working cross-functionally with teams such as IT, Security, People, and Facilities. - Strong working knowledge of Google Workspace and Slack is required; experience with workplace, access control, expense, or project-management systems is a plus. It Pays to Work Here: - Competitive starting pay - A discretionary annual bonus - Long-term incentive in the form of a new hire equity grant - Comprehensive health plans - 401K with company matching - Paid Parental Leave - Flexible time off ## Skills ### Required - Google Workspace - Slack - office management - facilities coordination - security protocols ### Nice to have - project-management systems - expense systems - access control systems - workplace management --- Source: [Apply at job-boards.greenhouse.io](https://job-boards.greenhouse.io/gemini/jobs/8202091?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply)