Office Manager/Exec Assistant - Growth-Minded Organization

POSITION SUMMARY:   The Office Manager /Executive Assistant is responsible for managing the administrative functions of the office along with the day to day support of the executive team.

GENERAL DUTIES:

• Schedule and coordinate meetings and schedules for group.
• Perform a variety of clerical duties in support of department
• Maintain and order office supplies
• Establish and maintain files, both physically and electronically
• Track specific department information and prepare reports as needed
• Represent the company in a professional manner to outside vendors, subcontractors and clients
• Provide telephone support for department
• Prepare and send departmental correspondence and packages
• Open, sort, and distribute incoming mail and packages.
• Reproduce drawings, reports and correspondence as required
• Be readily adaptable to assist  other departments as required
• Ensure that all departmental areas are stocked and functional at all times, including but not limited to: Copiers/Printers; Work islands; Break room and coffee station; and conference rooms

JOB SPECIFIC DUTIES:

• Coordinate company events and meetings both on and offsite. 
• Order, stock and maintain Company Supplies
• Order, stock and maintain Company Lunchroom
• Maintain and schedule company pool vehicle usage
• Coordinate and schedule all office moves, including furniture, phones, and fixtures
• Fiscal responsibility for annual office operating budget
• Maintain all company vehicles and records pertaining to fleet management, including registrations, titles, MVR and insurance checks for employees
• Serve as company purchasing manager for: office supplies/furniture and company vehicle
• Make  travel arrangements for company personnel

QUALIFICATION REQUIREMENTS:

EDUCATION / EXPERIENCE REQUIREMENTS:  High School diploma and/or degree from Business school. 
CERTIFICATIONS / LICENSURE REQUIREMENTS:  None
COMMUNICATION SKILLS:  Must have excellent written and verbal communication skills.  Ability to communicate effectively before groups of customers or employees.
COMPUTER SKILLS:  Must be computer literate with proficient knowledge of Microsoft Office Suite.
OTHER SKILLS/REQUIREMENTS:  Ability to multi-task, detail-oriented. Ability to support multiple managers and prioritize work. Maintaining confidentiality in work performed is of critical importance.
PHYSICAL DEMANDS/WORK ENVIRONMENT:  This position is that of a typical office where employee may sit or stand for long periods of time. Occasional lifting of up to 25 pounds may be required. 
TRAVEL DEMANDS:  None

 

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