Executive Assistant/Office Manager

Summary

This exempt position will contribute to the efficiency of our business by providing personalized and timely support to the President and the Executive Management Team. Additionally, this role will have a high level of discretionary authority of corporate items and will have decision making capabilities on significant matters.

This position has two primary roles: 1) Executive Assistant to the President and Executive Management Team; and 2) Office Manager. As an Executive Assistant this position provides high-level administrative support to the President/Executive Management by helping to coordinate and manage the office business logistics and clerical support. This includes, but is not limited to, items such as conducting research, preparing reports, handling information requests, administrative records management and office file structure.  Clerical functions will include preparing correspondence, capturing meeting agendas and minutes, tracking suspense’s, receiving visitors, arranging conference calls, arranging and managing executive travel and expenses, scheduling meetings, and assisting with conference planning and customer events. For the Office Manager role, this position will serve as the single key point of contact for the office, and will assist in establishing budgets for the office, managing day-to-day office logistics, establish office supplies and vendor contracts, manage to the established budget, and coordinate with Property Management. 

Must maintain a composed businesslike image, exhibit excellent internal team building and customer service skills, possess the ability to maintain confidentiality, pay close attention to details, and manage work to meet deadlines. 

Roles and Responsibilities

Executive Management Team Administrative Support

• Work directly with the executive team to perform all administrative functions needed including word processing, typing correspondence, memos, and reports; conducting research; compiling data; developing spreadsheets; preparing presentations; copying; and screening/answering manager’s incoming calls.
• Prepare and/or manipulate clerical/administrative documents using word processing, spreadsheet, database, and presentation software (specifically MS Office).
• Meeting preparation: schedule, conduct room set-up, perform audio-visual device check(s), provide refreshments, snacks, and meals for specified meetings.
• Prepare, participate, and help document meetings (e.g., agendas and minutes).
• Manage assigned critical activities and deliverables to ensure due dates are met.
• Handle confidential and sensitive information in strict confidence.
• Read and analyze incoming memos, submittals, and reports to determine their significance and plan their distribution.
• File and retrieve corporate documents, records, and reports.
• Meet with individuals, special interest groups, and others on behalf of management when requested.
• Manage and maintain executives’ schedules, including conflict resolution.
• Prepare executives’ travel arrangements, ensuring complete and accurate reservations. Compile travel expenses, review against policy, and submit for approval.
• Establish a pleasant, courteous and proficient rapport with customers and other company executives, including their administrative assistants.
• Greet visitors in a courteous and business-like manner to determine their purpose for visiting.
• Assist in the development, maintenance and compliance of administrative procedures and guidelines.

Office Management / Administration

• Assist in developing, managing, and staying within the office fiscal year budget.
• Coordinate with building management regarding a variety of facility-related items.
• Ensure operation of equipment by completing preventive maintenance requirements; calls for repairs.
• Maintain office supplies inventory levels; anticipating needed supplies; evaluating new office products; placing and expediting orders; verifying supplies receipts. Complete office errands and supply order pick up.
• Submit and reconcile supply orders, process invoices, and reconcile purchase card charges.
• Receive and sort incoming mail and deliveries and manage outgoing mail.
• Maintain the safety, appearance, and cleanliness of the office space.
• Coordinate with HR for entering job requisitions in SuccessFactors for open positions.
• Assist in on-boarding new employees, including IT setup and system log in’s, etc.

Requirements

Min. Years Exp.:   

• 5+ of work experience in an administrative and/or office management role.
• 3+ years of experience working with C-Level or Senior Management.

Competencies & Knowledge

• Polished with a businesslike demeanor and ability to communicate and interact with senior internal and external individuals.
• Excellent organizational skills.
• Ability to comprehend, organize and execute work assignments with minimal oversight.
• Ability to prioritize and address critical issues or decisions in a timely manner.
• Timely communication and sharing of information with appropriate parties.
• Proficiency in business enterprise tools for timekeeping, expense reporting, correspondence, presentations, and spreadsheets. Expert knowledge of Microsoft Office software suite. Ability to create spreadsheets, charts and graphs in Excel and quality presentations in PowerPoint.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Excellent written and verbal skills; Proofreading and editing skills a must.
• A working knowledge of administrative policies, procedures, and organizational structure.
• Finance and accounting skills to manage assigned budgets.
• Negotiating skills to secure vendor contracts for office related supplies and equipment.
• Manage office administration efficiently and within budget.
• Ability to mentor and assist other administrative assistants, and office staff.

Personal Attributes

• Committed to safety, ethical behavior, the highest level of personal, and professional conduct.
• Act responsibly, specifically concerning matters of ethics and issues of a confidential nature – never breach confidentiality and seek to promote trust.
• Present in an acceptable business-like appearance, maintain a positive and respectful attitude, and interact in a businesslike manner with customers, visitors and co-workers.
• Exceptional interpersonal and communication skills and the ability to interface with personnel at all levels, both written and verbally.
• Able to build strong relationships and partnering with key stakeholders.
• Friendly, respectful, well organized, and competent demeanor.
• Collaborative working style and ability to promote the spirit of teamwork. 
• Can help build / maintain a culture of dedicated work ethic within a fun and open work environment.
• Must be able to handle multiple responsibilities simultaneously in a competent and composed manner.
• Ability to positively adapt to change.
• Actively participate in continuous improvement process.
• Must be able to work and meet deadlines in a high-pressure environment.
• Ability to occasionally work additional hours beyond the “typical” workday.