The Executive Assistant/Office Manager will support our CEO and executive team, ensuring the smooth operation of our office. The ideal candidate will excel in multitasking and take a proactive approach to supporting our executives, managing office functions, and assisting the CEO with personal tasks. Superior organizational skills, excellent communication, and a high level of discretion are essential for managing diverse responsibilities in a dynamic work environment.
Job responsibilities:
Executive Assistant:
· Meeting and Event Coordination:
o Organize and coordinate meetings, including scheduling, reserving guest offices/conference rooms, and facilitating catering for partner and guest meetings and events
o Assist in the logistics and coordination of in-house and off-site activities, meetings, and conferences
· Research and Analysis:
o Research, analyze, and summarize various topics as requested
o Undertake special projects for CEO and the executive team
· Communication Management:
o Prepare and edit correspondence, communications, presentations, and other documents
o Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients
Office Manager:
· Office Organization and Maintenance:
o Assist with general office organization and track/follow up on building requests.
o Manage and fulfill inventory for office and kitchen supplies
o Maintain relationships with vendors and service providers
· Visitor Coordination:
o Welcome visitors and employees, notifying team members of their guests' arrival.
Personal Assistant to the CEO:
· Personal Management:
o Monitor personal family documentation, travel arrangements, and special requests while providing high-level customer service, anticipating, and handling personal requests
o Manage charity requests and receipts, and track donations accordingly
· Financial Administration:
o Track investments, loans, and other financial activities using spreadsheets and personal accounting software (e.g., QuickBooks, Excel)
o Process checks, transfers, and wires for personal and business expenses.
o Monitor and reconcile personal bank account activity monthly
*Additional duties as assigned by CEO
Required Skills
· 3+ years of executive assistant/office manager experience
· Excellent verbal and written communication skills
· Attention to detail and problem-solving skills
· Well organized and able to maintain detailed files
· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, PowerPoint)
· Maintains awareness of the need for confidentiality
· Strong proactive initiative and ownership
· Positive energy, attitude, and mindset
· Excitement to cultivate strong relationships with colleagues, energized by working in a collaborative team environment
Job Type: Full-time
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Office management: 1 year (Preferred)
- Microsoft Office: 1 year (Preferred)
Work Location: In person