Executive Assistant To Region Ceo And Office Manager

It is an exciting time at Chain IQ and our team in Jersey City are looking for an Office Manager / Executive Assistant to Region CEO

Chain IQ generate value far beyond cost reduction. We transform our client’s indirect procurement towards a world-class, resilient, ethical and digitalized end-to-end function. We promote a culture of collaboration and shared excellence, while encouraging an open and honest exchange of ideas, with opportunities to develop in a fast-growing multiclient company with excellent career prospects and fostering of personal development.

Our ambition is to strengthen the existing highly experienced team to provide the best in industry support to our growing client base.

This is a hybrid role with a combination of office and home based working.

Role Purpose

Chain IQ is seeking an experienced administrative professional to join our Jersey City office, supporting the Regional CEO directly as well as oversee an office of up to 40+ individuals and growing, playing a key role in the growth and overall culture of the company. This person will also be responsible for overseeing day-to-day operations of the office, event planning, administrative finance tasks, and additional ad hoc projects.

This opportunity requires a strategic partner who can seamlessly manage constantly evolving administrative needs that require heavy communication with both internal and external industry professionals on a global scale. Our ideal candidate will have experience supporting senior-level leaders in an ever-changing environment innately understand key priorities and provide creative solutions to positively impact our work.

Responsibilities

We are currently seeking a Senior Consultant to join the Admin team. The Senior Consultant needs to be a dynamic, highly client-focused individual with proven experience within Admin.

Main responsibilities will include:

Executive Assistant 50%:

• Manage executive’s workflow and implement processes/systems to help optimize efficiency.
• Provide strategic, sophisticated calendar management based on an innate understanding of key priorities and objectives.
• Coordination of internal and external meetings to include room reservation, equipment set-up, catering, and meeting material preparation
• Arranging sophisticated international and domestic travel itineraries including flights, hotels, car rentals, and car services
• Manage multiple task lists, seeing them through to completion, often under tight deadlines including creating, maintaining, and editing documents, spreadsheets, and presentations.
• Focus on delivering an outstanding experience for internal and external audiences.
• Preparing all necessary meeting materials including presentations, agendas and any other required documents as well as attending meetings taking detailed notes and action items, follow up on tracking these items.
• Ability to form strong working relationships with key partners across all levels of the organization.
• Utilize good judgment and discretion in handling critical and confidential matters.

Office Administration and Finance Support 40%:

• Coordinate facilities management activities (janitorial, snacks, maintenance, IT services, office supplies)
• Maintain inventory and organization of office supplies, snacks, beverages, etc.
• Organize and manage organization wide events, such as trainings, luncheons, or special events
• Assist with special projects and work overflow as needed
• Greet employees, visitors, clients, vendors, and candidates in a friendly professional manner
• Manage conference room calendars and assist in scheduling meetings
• Answer the main phone line answering system, as well as distribution lists
• Maintain office common areas in an organized, neat fashion
• Responsible for receiving and coordinating mail and packages
• Review and approve relevant company expenses
• Create and manage purchasing orders in the finance system
• Support finance with accounts payable ensuring accurate payment of invoices
• Processing expense reports in compliance with firm travel policies

Event Coordinator 10%:

• Assist with planning and operating 12- 20 signature events and social gatherings per year, offsite and onsite as well as virtually and in-person

Requirements

• 8+ years of experience in an administrative support role to an executive senior-level leader in an ever-evolving environment is a must.
• Experience navigating and seamlessly executing complex calendar management.
• Proactive ownership mentality, proven organizational skills and strong attention to details to execute at a high level with minimal direction. Excellent time management, organizational, and interpersonal skills
• Must possess strong administration/office skills, highlighting professional and polished demeanor, personable with a positive attitude, and high integrity
• Comfortable working in a fast-paced environment with ability to multi-task and be flexible in role
• Solution and team oriented with excellent oral and written communications skills
• Proficient use Microsoft Office Suite including Outlook for scheduling and communication, and preparation of documents using Microsoft Word, Excel, and PowerPoint.
• Bachelor’s degree in business administration, or equivalent work experience
• Looking to grow with a rapidly scaling company
• Ability to be in the Jersey City office 3-4 times per week