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Form of workRaceTrac Company Overview
Job Description:
The Executive Assistant & Office Manager will wear many hats with an emphasis on providing administrative support to the executive team, overseeing the seamless operations of the office, and ensuring a well-organized, efficient, and welcoming work environment for employees and guests.
Responsibilities:
- Provide high-level administrative support and assistance to executive team
- Manage and maintain executive calendars through Outlook
- Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants
- Oversee travel arrangements and logistics for executive team
- Prepare executives expense reports, ensuring accuracy of account code designation
- Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc.
- Handle phone, email, and postal mail inquiries as needed and respond appropriately
- Assist with special projects and research, including preparing summaries and reports
- Oversee the day-to-day administrative operations of our office
- Maintain a comprehensive inventory of office supplies and equipment
- Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs
- Oversee and coordinate property maintenance and repairs
- Manage office space, layout, and seating arrangements
- Assist in creating and managing the office budget, monitoring expenses on an ongoing basis
- Develop ad hoc financial and operational reporting as needed
Qualifications:
• Bachelor’s degree preferred
• Minimum of 5+ years of prior administrative experience required
• Outgoing, upbeat personality with the ability to juggle tasks and priorities with ease
• Meticulous attention to detail
• Demonstrated proficiency in Microsoft office Suite (Word, Excel, Outlook, PowerPoint)
• Strong communication (written and verbal) skills
• Excellent time management skills
• Ability to deal sensitively with confidential material
