Executive Assistant & Office Manager - Procurement Support

POSITION SUMMARY 

The Executive Assistant & Office Manager – Procurement Support provides high level administrative support to the Chief Executive Officer and other senior leaders, manages day to day office operations, and supports the Company's procurement activities. 

This role requires a highly organized, detail oriented professional who is comfortable managing multiple priorities in a fast paced environment. The ideal candidate will have experience in executive administrative support and/or office management and demonstrate strong communication, follow through, sound judgment, and a willingness to learn.  Prior procurement experience is not required. Keelson Management is willing to train the right candidate on procurement processes, systems, and responsibilities.

ESSENTIAL FUNCTIONS

Executive Assistant & Office Management

• Provides high level administrative support to the Chief Executive Officer and other assigned senior leadership.
• Manages calendars, schedules meetings and appointments, and coordinates meeting logistics.
• Coordinates business travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepares and assists with correspondence, reports, presentations, meeting materials, and other business documents.
• Receives, reviews, prioritizes, and appropriately routes communications on behalf of senior leadership.
• Maintains confidentiality and exercises discretion when handling sensitive business and employee information.
• Oversees day to day office operations to ensure an organized, efficient, and professional work environment.
• Coordinates office supplies, equipment, vendors, service providers, and general office needs.
• Assists with onsite meetings, visitors, company events, and other office related logistics.
• Maintains organized electronic and physical files, records, and administrative documentation.
• Serves as a point of contact for employees, vendors, and service providers regarding routine office matters.
• Proactively identifies administrative and office needs and assists with improving processes and overall efficiency.

Procurement Support

• Supports day to day procurement activities, including purchase requisitions and purchase orders. Training will be provided on the Company's procurement processes and systems.
• Creates, processes, tracks, updates, and assists with closing purchase orders.
• Reviews purchase requests for completeness and ensures required documentation and approvals are obtained.
• Monitors open purchase orders and follows up with employees and suppliers regarding outstanding items.
• Communicates with suppliers to obtain quotes, pricing, documentation, order status, and other routine purchasing information.
• Assists with obtaining and comparing quotes for goods and services.
• Supports supplier onboarding and helps maintain accurate vendor records and required documentation.
• Assists with resolving purchase order, receipt, and invoice discrepancies in coordination with Finance, suppliers, and internal departments.
• Maintains organized procurement, purchasing, supplier, and sourcing records.
• Assists with procurement related reporting, tracking, and other administrative activities.
• Learns and utilizes the Company's procurement and ERP systems and follows established purchasing procedures, approval workflows, and internal controls.
• Follows up on outstanding procurement matters and escalates issues when appropriate.
• Performs other administrative, office management, procurement, and related duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES

• Strong administrative, organizational, and time management skills.
• Excellent attention to detail and commitment to accuracy.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities, deadlines, and competing requests.
• Ability to work independently, take initiative, and follow tasks through to completion.
• Ability to anticipate needs and proactively address routine issues.
• Strong professional judgment and discretion when handling confidential or sensitive information.
• Ability to communicate professionally with executives, employees, suppliers, vendors, and other external contacts.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability and willingness to learn procurement processes, purchase order procedures, supplier administration, and procurement/ERP systems.
• Experience with ERP, purchasing, accounting, or procurement systems is a plus but not required.
• Procurement, purchasing, supply chain, or vendor-management experience is a plus but not required.
• Strong customer-service orientation and ability to support multiple internal stakeholders.
• Ability to adapt to changing priorities and work effectively in a fast paced environment.
• Ability to identify opportunities to improve organization, processes, and efficiency.
• Reliable, resourceful, and comfortable taking ownership of responsibilities with limited supervision.

REQUIRED EDUCATION AND EXPERIENCE

• High school diploma or equivalent required.
• Bachelor’s degree in business administration or a related field preferred, but not required.
• At least four years of progressively responsible administrative, Executive Assistant, Office Manager, or related professional experience preferred.
• Experience directly supporting executives or senior leadership strongly preferred.
• Previous procurement experience is not required. Keelson Management will provide training to a qualified candidate who demonstrates the aptitude and willingness to learn the procurement responsibilities of the position.

PHYSICAL REQUIREMENTS

• Must be able to lift up to 15 pounds at times. 
• Ability to remain in a stationary position for extended periods of time
• Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, lift and small carry parcels, packages and other items

The physical demands listed are intended to provide a general overview of what will be required in the role and are not an exhaustive list of requirements. Keelson remains compliant with the Americans with Disabilities Act (ADA) and will engage in the interactive process for all reasonable accommodation requests to successfully perform the duties of the position  

EMPLOYMENT REQUIREMENTS

• Willingness to submit to pre-employment background check and drug screening
• Compliance with Keelson Drug Free Workplace Policies
• Ability to obtain a Transportation Worker Identification Card (TWIC)