Administrative Skills, Calendar Management, Contract Management, Contract Negotiation, Documentation, Documentation Plan, Employee Benefits, Executive Assistant Skills , Facilities Management, Google Apps, Leadership, Mail Processing, Maintain Compliance, Maintenance - HVAC, Microsoft Excel, Microsoft Word, Office Management, Onboarding, Operations Management, Organizational Skills, Plan Meetings, Systems Administration/Management, Technical Support, Time Management, Travel Planning, Vendor/Supplier Relations
The Executive Assistant and Office Manager plays a critical role in supporting executive leadership and ensuring the smooth operation of day-to-day business functions. This position blends high-level administrative support with hands-on office management, including oversight of compliance documentation, office systems, and internal communication. The role requires exceptional organizational skills, discretion with confidential information, and the ability to manage shifting priorities with professionalism and efficiency.
Key Responsibilities
- Provide daily administrative support to the President and executive team, including calendar management, travel arrangements, and meeting coordination.
- Oversee employee benefits coordination and assist with related inquiries or documentation.
- Supervise and delegate tasks to the administrative assistant, ensuring accuracy and timely completion.
- Manage office operations including vendor relationships, supplies, and facility-related tasks.
- Handle sensitive information such as Social Security numbers, banking data, and credit card details with strict confidentiality.
- Prepare and submit compliance documentation and manage planning for key internal events, including the annual conference.
Expanded Office Management Responsibilities
- Maintain office policies and procedures to ensure efficient day-to-day operations.
- Oversee vendor relationships, including negotiation and contract management for supplies, utilities, and maintenance.
- Support new hire onboarding by coordinating workspace setup, system access, and office supplies.
- Manage facilities-related needs such as HVAC, cleaning services, and repairs in collaboration with vendors.
- Serve as the liaison for IT support, ensuring technology and equipment remain functional and up to date.
- Coordinate office-wide calendars and assist with planning and executing internal events.
- Manage incoming and outgoing mail and ensure accurate document retention and retrieval systems.
- Act as the point of contact for general office inquiries and team support needs.
Tools and Platforms Used
- Microsoft Word, Excel
- Gmail, Google Docs