Office Coordinator

Job Title: Office Coordinator

Location: Preferably Richmond, VA (Hybrid Role)

Job Type: Part- Time or Full-Time

Compensation: Base salary plus Bonus

Job Description:

Overview:

As an Office Coordinator, you will play a pivotal role in ensuring the smooth functioning of our executive office. You will be responsible for managing administrative tasks, coordinating office activities, and implementing efficient systems to streamline operations. Your attention to detail, organizational skills, and ability to work effectively in a fast-paced environment will be essential for success in this role.

Responsibilities:

1. Administrative Support:

- Provide comprehensive administrative support to executives, including scheduling meetings, managing calendars, and arranging travel itineraries.

- Prepare and organize documents, reports, and presentations for executive meetings and presentations.

- Managing mail, email, and other sources of communication.

2. Office Management:

- Maintain office supplies inventory and place orders as needed to ensure smooth operations.

- Oversee office maintenance and repairs, liaising with vendors and building management to address any issues promptly.

- Coordinate office events and meetings, including logistics, catering, and scheduling.

3. Digital File Organization:

- Implement and maintain a systematic digital file organization system for documents, emails, and other electronic files.

- Ensure compliance with naming conventions and file structures to facilitate efficient retrieval and organization of information.

- Train staff members on proper file management practices and provide ongoing support as needed.

4. Communication and Coordination:

- Serve as the primary point of contact for internal and external communications, including phone calls, emails, and correspondence.

- Coordinate with other departments to ensure seamless execution of projects and initiatives.

- Act as a gatekeeper for executives, screening and prioritizing incoming communications and requests.

5. Meeting Coordination and Support:

- Schedule and coordinate meetings, conference calls, and video conferences, ensuring all participants are well-prepared and briefed on the agenda.

- Prepare meeting materials, including agendas, presentations, and supporting documents, and distribute them in a timely manner.

- Record meeting minutes and follow up on action items to ensure timely completion.

6. Event Planning and Management:

- Plan and coordinate office events, including team-building activities, holiday parties, and client meetings, from inception to execution.

- Manage event logistics, including venue selection, catering arrangements, audiovisual setup, and transportation.

- Develop and manage event budgets, tracking expenses and ensuring cost-effectiveness while delivering high-quality events.

- Liaise with external vendors, negotiate contracts, and oversee vendor performance to ensure services meet quality standards and budgetary constraints.

- Collaborate with internal stakeholders to define event objectives, themes, and agendas, ensuring alignment with organizational goals.

- Provide on-site support during events, addressing any issues that arise and ensuring a seamless and memorable experience for attendees.

Qualifications:

- Bachelor's degree in business administration, office management, or related field preferred.

- Proven experience as an executive assistant, office manager, or similar role.

- Exceptional organizational and multitasking abilities, with a keen eye for detail.

- Proficiency in Microsoft Office Suite and other office management software.

- Strong communication and interpersonal skills, with the ability to interact effectively with stakeholders at all levels.

- Ability to maintain confidentiality and exercise discretion when handling sensitive information.

- Proactive and self-motivated, with the ability to work independently and as part of a team.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on business needs.

****Required Additional Application Requirement****: Applicants that follow the below procedure will only be reviewed. Using the following link: https://forms.gle/uEdG43XiobAphPFf8. Please Upload a summary of your resume which contains 5 reasons why you fit this role. Please include your daytime contact information, Linkedin profile, your desired salary, and if given this role the soonest you would be able to start. Incorporate the phrase “Let's do this” somewhere in the summary. Lastly, name it in this format “YourLastName_YourFirstName_Myfivereasons”. Upload it as a PDF format only.

Job Types: Full-time, Part-time

Pay: $36,150.56 - $48,353.37 per year

Benefits:

• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Glen Allen, VA 23060: Relocate before starting work (Required)

Work Location: Hybrid remote in Glen Allen, VA 23060