Office Assistant

Office Assistant

Who We Are Gamma Technologies (GT), the global leader in multi-physics system simulation software, develops a suite of integrated solutions designed to guide and accelerate the engineering transformation of today's products. Fusing advanced physics with AI algorithms, our platform, GT-SUITE, is used to simulate a broad range of systems from early stage development to digital twin applications across multiple industries including transportation and mobility, marine, aerospace and defense, power and energy, data centers and HVACR.

At Gamma Technologies, our people are the driving force behind our success. We are looking for Office Assistant who shares our passion for authentic innovation, trusted partnerships, bold decisions and a relentless focus on customer success.

Reporting directly to our CEO, you'll be the operational backbone of Gamma Technologies' Westmont office. This isn't a behind-the-scenes support role-you'll be front and center in creating the experiences that make our workplace exceptional. From orchestrating company-wide celebrations to ensuring our facilities run smoothly, you'll directly impact employee experience and company culture every single day.

What You Will Do

• Plan and execute memorable company events-from our annual company picnic and holiday celebrations to board meetings and offsite gatherings. You'll manage everything from vendor negotiations and catering to AV setup and post-event coordination.
• Coordinate our annual Innovation Awards program, celebrating our team's achievements.
• Keep Our Collaborations Spaces Buzzing • Manage the heart of our office-our two collaboration spaces. • Oversee daily restocking, maintain our professional Jura espresso machine (because great coffee matters!), manage vendor relationships, and ensure our spaces are clean, welcoming, and well-stocked. • Coordinate regular Costco runs and maintain relationships with our suppliers.
• Maintain Our Facilities • Be the go-to problem-solver for office environment issues. • Coordinate facility repairs, manage furniture orders, oversee monthly maintenance, and schedule cleaning services. • Work with vendors to keep everything running smoothly.
• Support Our Fleet & Travel • Coordinate travel logistics for our team, arrange hotel reservations, and manage our company fleet including maintenance, lease agreements, and vehicle documentation.
• Manage Communications • Handle mail distribution, answer the main office line, manage door access cards for new and departing employees, and coordinate shipping and logistics.

Why This Role is Special

• Direct Impact: Report to the CEO and influence company culture and operations at the highest level
• Visibility & Recognition: Your work directly impacts how employees experience their workplace every day
• Hybrid Flexibility: Enjoy a modern work arrangement-4 days onsite (Monday-Thursday) with Fridays remote
• Vibrant Workplace: Work in a 300-person global company with an inclusive culture that values authentic innovation
• Professional Development: Gain experience across multiple operational and administrative areas with clear growth potential

What You Will Bring

• Strong organizational and time management skills-you thrive juggling multiple priorities and shifting deadlines
• Proactive problem-solving mindset-you identify solutions before issues escalate
• Excellent communication skills, both verbal and written, with proficiency in Microsoft Office (Outlook, Word, Excel, Teams)
• Vendor and logistics management experience-you're comfortable coordinating with external partners and managing complex arrangements
• Collaborative, flexible attitude, you're equally comfortable working as part of a team or independently
• Attention to detail and strong organizational abilities, especially with inventory and records management
• Customer service orientation and a helpful demeanor-you genuinely enjoy supporting others
• An undergraduate degree is preferred
• 1-2 years of experience in office administration, office coordination, or a related field

What We Can Offer You

• Competitive base salary: $50,000-$68,000, based on skills, experience, and qualifications
• Comprehensive health and financial benefits including 401(k) and profit sharing
• Generous paid vacation, sick days, holidays, and parental leave
• Hybrid work arrangement: 80% office presence (Monday-Thursday onsite, Fridays remote)
• On-site fitness center
• An inclusive, innovative workplace culture with 300+ professionals across 11 countries
• Growth opportunities to develop skills across multiple operational and business areas

Gamma Technologies is an Equal Opportunity Employer. We are dedicated to creating an inclusive workplace for all. Candidates must have authorization to work in the United States and should not require sponsorship for this position.

GT News

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• GT-SUITE v2025.2 is now available for download
• Gamma Technologies Announces Official Transition from Exothermia Suite to GT-xCHEM
• Gamma Technologies Teams Up with the College of Engineering at the University of Alabama to Enhance Battery Education with Advanced Simulation Software