Office Assistant

Cybastion's Coordination team keeps the day-to-day of our headquarters running for staff, clients, and visiting delegations alike. The Office Assistant role owns that front line — from managing supplies and vendors to welcoming guests and supporting the meetings where our work gets done — and is the first impression of Cybastion for everyone who walks through our doors.

What this role is, and isn't. This is not a back-office filing job. It's a hands-on, visible role at the center of a busy HQ. The right person is proactive enough to prevent problems before they happen and personable enough to make every visitor feel welcome.

What You Will Build

• Maintain office supplies inventory and reorder as needed (printer supplies, kitchen items, office materials), keeping the office organized, professional, and fully stocked.
• Coordinate with vendors for office needs and deliveries, and monitor and report maintenance needs.
• Greet visitors and direct them appropriately, answer the office phone and route messages, and manage visitor sign-in and office access.
• Provide an excellent first impression for guests and delegations, including support for training sessions with materials preparation and break coordination.
• Book meeting rooms and ensure proper setup (AV, seating, materials), coordinate catering orders, and ensure meeting spaces are clean and ready.
• Support the Coordination team with filing, copying, scanning, mail distribution, and package tracking, and run local errands as needed (supply pickup, embassy drop-offs for visa documents).
• On-site, 5 days per week, with occasional early/late hours based on meeting schedules; requires the ability to lift and move office supplies and meeting materials and to run local errands.

Who We Are Looking For

Non-negotiable Cultural Fit: A hospitality mindset first, administrative skill second. You create a smooth, professional experience for staff and visitors, stay calm under pressure, and find solutions independently before escalating.

The ideal candidate is proactive, calm under pressure, and a strong team player who supports the Coordination team and other departments as needed. They are bilingual, fluent in English and French (spoken and written), and bring 1–3 years of experience in office administration, reception, or customer service, ideally in a corporate office environment or customer service background. Basic proficiency with Microsoft Office (Outlook, Word, Excel), strong organizational skills and attention to detail, and a professional, friendly communication style round out the profile — along with punctuality, dependability, and familiarity with office equipment and basic troubleshooting.