The Office Manager will be experienced in handling a wide range of administrative and management/executive support-related tasks and should be able to work independently with little or no supervision.
The Office Manager will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient.
Duties:
Completes a broad variety of administrative tasks for the CEO and COO including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; copying, reviewing outside mail, scanning and filing documents, screening phone calls and visitors, updating Outlook contacts, maintaining executive files, arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Assists with special assignments and projects by planning and effectively managing time to meet deadlines.
Represents the executives by welcoming visitors, arranging company dinners and other corporate functions; answering questions and meeting requests directed to the executive office.
Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
Managing external contacts; proactively understanding who they are, who the primary contacts are, and keeping track of periodic communication needed for primary contacts.
Effectively handle Board of Directors related activities (arranging meetings) and communications with a high degree of professionalism, accuracy and confidentiality.
Liase with facility management vendors, including cleaning, catering, and property management.
Maintains filing system for executives.
Handles expenses for various management personnel.
Ensures that kitchen and supplies in the office are fully stocked.
Serves as a back up for the front desk.
Perform additional duties as assigned.
Requirements:
Bachelor's degree and 3 years of relevant experience or equivalent combination of education and experience.
Excellent communication skills.
Attention to detail.
Must be proactive.
Advanced skills in Microsoft Office including Word, PowerPoint and Excel.
High level of professionalism and discretion.