Office and Facilities Assistant

  • Human Resources
  • Washington DC, United States

Office and Facilities Assistant

Job description

Great Minds, a rapidly growing challenger brand in the PK-12 instructional materials space, seeks an experienced Office and Facilities Assistant.



Great Minds brings teachers and scholars together to craft exemplary instructional materials that inspire joy in teaching and learning. Our English curriculum, Wit & Wisdom®, Eureka Math™ and PhD Science™, all support teachers as they take students beyond rote learning to provide a deeper, more complete understanding of the humanities, mathematics, and the sciences.  Founded in 2007, Great Minds now employs almost 600 people.

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Great Minds’ Eureka Math is the most widely used curriculum in the history of American education.  It enjoys an unrivaled 40+ net promoter score.  Eureka and its sister products, Wit & Wisdom English and PhD Science, embrace much higher expectations for all students and all teachers.  In a market dominated by scripted, procedural materials that drive expectations down, Great Minds produces curricula that celebrate knowledge, respect the craft of teaching, and acknowledge the true capabilities of students.


The Office and Facilities Assistant will play an active role in achieving the organizational mission of Great Minds. Reporting directly to Administrative Services Manager, the Office and Facilities Assistant will be responsible for Providing Administrative and Facility Management Support. This is an exceptional opportunity for a smart, dedicated, and passionate individual to apply his or her skills to support the business growth and mission of Great Minds.




Performs a variety of general administrative and facility tasks, in support of the day-to-day operations. These include preparing reports, correspondence and spreadsheets, coordinating conference/meeting arrangements, filing, sorting/distributing mail as well as, provide support for any facility maintenance issues.


Administrative Support Duties:

  • Provides front desk reception coverage, visitor control and escort when required.
  • Order and stock pantry and office supplies.
  • Distribute mail and USPS/UPS/FedEx packages.
  • Prepare outgoing FedEx shipments.
  • Process Invoices for payment.
  • Maintain Copier. Restock and replace copier consumables and supplies.
  • Assist onsite customers with emergent requirements, issues and requests.
  • Support events team with outbound and inbound shipments and other projects as necessary.
  • Organize and manage basement storage rooms and office storage areas.
  • Manage and update inventory for supplies establish ordering thresholds.
  • Order supplies for site as needed.
  • Receipt, tracking and distribution of all incoming packages and supply shipments.
  • Management of shipping supply inventory.
  • Allocate company credit card expenses using Excel based software.

 Facility Management Support Duties:

  • Assist the Facility Manager for all Facility Support and front desk coverage.
  • Facilities planning, space management, and project implementation.
  • Providing client support for all facility issues and special facility projects.
  • Coordinate maintenance and repairs of all facility issues, facility equipment problems and resolving data and telephone service issues.
  • Badge and access control, POCAlarm for responses, POC Key control, POC Backup for nighttime lockup: secure doors, alarm, lights if necessary.
  • Maintain cleanliness within office reception, conference rooms and pantry.
  • Onboarding/Out boarding- desk and phone setup, FedEx and supply ordering login and support.
  • Conference Room Support- room setup, AV setup/support.
  • Maintain visitor logs, providing a record of all visitors.
  • Manage conference schedule, usage requests and support requirements.
  • Maintain the cleanliness and readiness of all conference rooms.
  • Provide escorts for visitors, as needed.
  • Participates in special projects as required.
  • Compiles and analyzes various contract, program, and financial data using various database programs, and prepares monthly status reports based on the results.  


  • Associates Degree in a related business discipline, or the equivalent combination of education, professional training, or work experience.
  • Must have proficiency in Microsoft Suites (Word, Excel, Outlook and Powerpoint).
  • 3-5 years of related administrative and facilities assistant experience.
  • If selected a background check will be required.