Job Description
What you get to do
The Administrative Assistant and Office Manager role will be a key trusted individual that will direct the daily administrative functions of the office and assist the CEO and the executive staff in a variety of tasks contributing to a seamless and professional office environment.
Office Manager
- Oversee all daily office functions ensuring the organization and staff have a satisfying work environment
- Handle confidential information with the highest degree of professionalism
- Assist in onboarding of new employees for seamless integration in the first few days of work
- Serve as the first point of contact to answer, screen, and transfer incoming calls as well as office visitors
- Be responsible for all vendor management which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services
- Maintain office files and records as well as update contacts database
- Provide event planning assistance as needed
- Event planning including holiday celebrations
- Maintain good working relationship with all staff
- Generate monthly reports of building to control financial expenses
- Coordinate cleaning and other miscellaneous services
- Manage and maintain CEO's calendar including scheduling appointments, internal/external meetings, and conference calls as needed
- Manage and maintain CEO's address book and contacts to be current.
- Coordinate and schedule team meetings and project reviews.
- Prepare agendas for meetings, briefing materials and presentations as needed to support the CEO.
- Serve as a liaison with internal staff at all levels.
- Coordinate CEO's travel itineraries, flights, hotel accommodation, rental car and other travel needs including expense submissions as required.
- Support other Senior Management staff on other projects as needed
- Support on other miscellaneous needs to provide smooth operation of the team.
What you bring to the Team
- Bachelor of Science in Business Administration or equivalent experience
- 3+ years in a similar type of role
- Proficient in MS Office tools
- Excellent written and verbal communication skills, as well as editing and proofreading skills
- Highly organized, accurate and detail oriented
- Lean thinking and process experience a plus