Executive Assistant/Office Manager

Job Summary

Mesa Systems is currently seeking an Executive Assistant / Office Manager to the CEO and other company executives. As the Executive Assistant, this individual will perform a wide range of administrative support activities and assistance to the Executive Team to facilitate the efficient operation of the organization. The position will also have Office Manager responsibilities for our Salt Lake City Office/Branch. This will include organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency throughout office.

Responsibilities

• Manage and maintain executive calendars including scheduling appointments, internal/external meetings and conference calls.
• Coordinate travel itineraries, flights, hotel accommodation, rental car and other travel needs.
• Draft and edit correspondence, communications, presentations and other documents on behalf of Executive Team.
• Complete monthly expense reconciliation for corporate credit cards and out of pocket expenses.
• Secure appropriate signatures and track documents through the approval process.
• Serve as a liaison with internal staff at all levels.
• Interact with external partners as well as other Mesa Leadership.
• Provide assistant and support on various projects such as new employee onboarding, calendar planning and staff communication.
• Provide event planning assistance.
• Complete weekly reports related to Warehouse Capacity, Quality Dashboard, and Sales Performance.
• Support other Senior Management staff on other projects as needed.
• Prepare agendas for meetings, briefing materials and presentations as needed.
• Oversee all daily office functions ensuring the organization and staff have a satisfying work environment.
• 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.
• Manage office’s IT environment and serve as the primary liaison with Mesa IT Team.
• Manager security measures and other facility maintenance as needed.
• Bachelor’s degree preferred.

Requirements & Skills

• Professional Administrative Certification a plus.
• 5-10 years of office administration experience.
• Computer literacy and proficiency in Microsoft Office Suite.
• Attention to detail is a must as well as strong organizational skills.
• Must be committed to establishing and maintaining effective organizational systems within an office environment.
• Event planning experience highly desired.
• Experience with travel arrangements and logistics management is a strong plus.
• High level of professionalism and a strong ability to relate to people of all business levels.
• Understanding of project management and the skills needed to forecast and plan ahead.
• Effective interpersonal communication style particularly with executives and senior level staff.
• Passionate, enthusiastic, team player, with good judgment and an ability to work in a fast-paced environment and adapt quickly to changing needs and priorities; proven ability to prioritize and manage multiple tasks simultaneously with little direction.
• Strong problem-solving skills.

Physical Demands

• Primarily seated in an office location
• Some standing, stooping
• Full use of hands, arms, hearing, vision, and voice

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employee so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as business needs dictate.