About the role:
The role requires the incumbent to be the office manager and provide high level administrative executive support to members of the executive team. A successful Office Manager/Executive Assistant will demonstrate a high level of organizational and interpersonal skills, as well as thrive in a fast‐paced environment, be highly proactive, and extremely organized.
What you will do:
- Work with the executive team for all administrative, financial, and operational activities
- Arrange complex and detailed travel plans, travel documents, and itineraries
- Maintain and organize paper and electronic receipts. Complete travel expense reports
- Solicit and review meeting requests, prioritize appointments, and coordinate scheduling with internal and external stakeholders
- Greet Senior Leadership’s visitors and ensure meeting rooms, video and voice communications, and special requests are prepped
- Compile support documents for internal and external meetings
- Handle confidential information with a high level of discretion
- Responsible for organizing office operations and procedures, maintenance and repairs, and office layout
- Managing inventory of office supplies including stationery, refreshments, furniture and equipment
- Coordinate with IT department/ vendors for all office equipment
- Manage the contract and price negotiations with office vendors, service providers, digitization vendors, etc
- Provide general support to visitors at office
- Address employee queries regarding office management issues (e.g. stationery, hardware and travel arrangements/visas for employees and others)
- Liaise with facility management vendors, including cleaning, catering and security services
- Plan in-house or off-site activities
- Liaise with the building management group for any office space, rent, utilities, any issues that may arise on a day-to-day basis to ensure smooth functioning
What we are looking for:
- Bachelor’s degree
- 5+ years of administrative and leadership support experience
- Must work with a positive, flexible attitude, and be able to support multiple executives
- Ability to effectively solve problems and manage a large variety of inquiries by following standard procedures
- Ability to make judgment calls where standard procedures don’t exist or require a variation from standard procedure.
- Effective communication both orally and in writing, including demonstrated proficiency in grammar, editing and proofreading
- Ability to maintain strict confidentiality and discretion
- Ability to provide high-level customer service by projecting friendliness, strong knowledge base, and professionalism.
- Excels at building relationships
- Organized with strong logical thinking and reasoning ability
- Ability to accurately interpret data and information.
- Ability to type minimum of 45 WPM.
- Advanced experience operating PC and utilizing Microsoft Office and internal system applications.
We are an equal opportunity employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, disability, or status as a veteran, or because of any other federal, state, or local protected class. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state, and local laws. We may require associates to submit to drug testing after receiving an offer of employment, but before beginning their job with us. We comply with federal, state, and local laws with respect to the administration of drug testing and consideration of test results, which may vary based on location. We participate in and comply with E-Verify in states requiring E-Verify to determine the eligibility of U.S.-based individuals to work in the U.S.
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