Executive Assistant and Office Manager (Hybrid)

Vital Incite, an Alera Group Company is looking for an Executive Assistant/Office Manager to join their team!

Are you looking to be part of a company where you have exciting opportunities to learn, grow and make a positive impact? 

Join a team where each employee is empowered to listen generously, speak straight, collaborate, and build each other up through mutual accountability and shared success.  

If that is what you’re looking for, this is your chance to be part of an amazing organization!

The Executive Assistant/Office Manager provides high-level administrative, sales and operational support to Vital Incite by managing external public relations communications and events, supporting the Managing Partner administratively, as well as performing routine administrative functions to help support the general office management.  Although this position reports to the Managing Partner they will work closely with the entire Vital Incite team and clients.  By managing critical operations and staying focused on Vital Incite’s mission to provide exceptional service and outcomes, this role is critical to keep the team organized and running efficiently.

• Develop and manage the distribution of marketing communication through marketing software and social media.
• Answer, review, assess, route, and monitor Vital Incite’s communication platforms including telephonic, email, web traffic and social media. Develop, collaboratively with the Managing Partner action plans on correspondence when necessary.
• Coordinate and communicate internal and external meetings and events. Ensure all details of the meeting or event have been addressed for all parties.  This includes but is not limited to coordinating calendars, communicating, and marketing the meeting or event, preparing required supplements, arranging and monitoring technology needs, and securing food and beverages.
• Coordinate new client introductory emails and provide orientation to marketing resources.
• Maintain Managing Partners schedule ensuring it is continually updated and monitored to support the most critical demands.  
• Work closely and effectively with the Managing Partner to keep him/her well informed of upcoming commitments, responsibilities, and follow-up items.
• Schedule and coordinate travel arrangements for the Managing Partner or other team members as needed.
• Perform office administrative duties such as ordering office supplies, maintain communications calendar and admin emails, staff support activities and maintain general housekeeping.
• Gather, analyze, and prepare information required for administrative reporting.
• Support presentation development and speaking engagement activities through assistance in formatting, inputting, editing, retrieving, copying and transmitting documents, reports, graphics and presentations.
• Perform other duties and responsibilities as assigned

Skills

• Clerical — Knowledge of administrative and clerical procedures including creating presentations, designing forms, managing schedules and surveys, etc.
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Speaking — Talking to others to convey information effectively.
• Service Orientation — Actively looking for ways to help people internally and externally.
• Writing — Communicating effectively in writing as appropriate for the needs of the audience.

Technology Skills

• Processing and Presentation software —Microsoft Word, Excel, Power Point & OneNote
• Graphics or photo imaging software — Adobe Systems Adobe Illustrator, Adobe Systems Adobe Photoshop
• Video conferencing software — Teams, Webex, Google Meet, GoToMeeting, Zoom
• Communication creation and editing platforms — Mailchimp, Vimeo, LinkedIn

Work Context

• Confidentiality-This position has access to confidential and proprietary information of all sorts, which will require exceptional confidentiality to protect the privacy of the clients and the intellectual property of the company.
• Independent Action and Judgement-Must be able to make decisions concerning ongoing projects about priority and be disciplined and organized in the efficient use of time.
• Judgement-This position requires superior judgment regarding decisions that could potentially impact the Managing Partner and Vital Incite operations.
• Supervisory Responsibility-This position does not have supervisory responsibilities.
• Financial Authority-This position does not have financial authority.

Preferred Requirements/Qualifications

• Education-Bachelor’s degree preferred, or an equivalent of education or experience.
• Experience-Experience in an Executive Assistant and Communications or Public Relations role; experience with client relationship management and marketing; experience in project oversight or team coordination; demonstrated ability to organize and report simple and complex information in various formats to varied audiences; and Experience in event planning.

We offer comprehensive benefits to employees, including medical, dental, STD, LTD and life insurance, 401k, paid time off and much more.

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

If you're a California resident, please read the California Consumer Privacy Act prior to applying.

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