Office Manager/Executive Assistant

Overview:

Responsibilities:

• Provides administrative support to teams for confidential and time sensitive material
• Prepares meeting agendas for assigned staff, assists with meeting set-up/ clean-up which includes ordering lunch and takes minutes as needed
• Schedules and organizes activities such as meetings, schedules, travel, conferences and interviews
• Answers phones, distributes mail and processes expense reimbursement for assigned staff
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• Assists Marketing team with the development and production of marketing materials
• Provides back-up coverage for reception on a regular basis as needed
• Trains staff in administrative and office duties as needed
• Oversees any enhancements to the office working environment such as office supplies, print room, kitchen, deliveries/mail, conference room
• Serves as the point person for maintenance, supplies, business license renewal, invoices and check requests
• Reconciles office credit card charges
• Liaisons with building management and facility vendors, including cleaning and security services
• Coordinates and plans office activities, such as parties and celebrations
• Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
• Coordinates with the Information Technology team with regards to office technology needs
• Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients

Qualifications:

• High school education; college level preferred
• Typically with 8+ years of related experience
• Proficient in MS Office Suite, specifically Outlook, Word, Excel, PowerPoint and Teams
• Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations preferred
• Strong interpersonal skills and the ability to interact with all levels of staff
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise and professional manner both verbally and in writing
• Ability to proactively problem solve and collaborate on innovative solutions
• Ability to work and collaborate in team environment
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality

If you currently work for HKS, please submit your application via the Internal Careers Portal.

HKS is an EEO/AA Employer: M/F/Disabled/Veteran