Administrative Assistant and Office Manager

What you get to do

The Administrative Assistant and Office Manager role will be a key trusted individual that will direct the daily administrative functions of the office and assist the CEO and the executive staff in a variety of tasks contributing to a seamless and professional office environment.

Office Manager

• Oversee all daily office functions ensuring the organization and staff have a satisfying work environment
• Handle confidential information with the highest degree of professionalism
• Assist in onboarding of new employees for seamless integration in the first few days of work
• 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
• Maintain office files and records as well as update contacts database
• Provide event planning assistance as needed
• Event planning including holiday celebrations
• Maintain good working relationship with all staff
• Generate monthly reports of building to control financial expenses
• Coordinate cleaning and other miscellaneous services

• Manage and maintain CEO's calendar including scheduling appointments, internal/external meetings, and conference calls as needed
• Manage and maintain CEO's address book and contacts to be current.
• Coordinate and schedule team meetings and project reviews.
• Prepare agendas for meetings, briefing materials and presentations as needed to support the CEO.
• Serve as a liaison with internal staff at all levels.
• Coordinate CEO's travel itineraries, flights, hotel accommodation, rental car and other travel needs including expense submissions as required.
• Support other Senior Management staff on other projects as needed
• Support on other miscellaneous needs to provide smooth operation of the team.

What you bring to the Team

• Bachelor of Science in Business Administration or equivalent experience
• 3 years in a similar type of role
• Proficient in MS Office tools
• Excellent written and verbal communication skills, as well as editing and proofreading skills
• Highly organized, accurate and detail oriented
• Lean thinking and process experience a plus