Office Manager/Administrative Assistant

Office Manager and Administrative Assistant

Job Summary

We are seeking a highly organized and proactive Office Manager & Administrative Assistant to provide administrative support to our leadership team and ensure the smooth daily operation of our office. This dual-role position will involve a combination of office management responsibilities, client and event preparation, and administrative support, including handling emails, scheduling, and assisting with various day-to-day tasks. The ideal candidate will be detail-oriented, reliable, hospitality-driven, and able to multitask effectively in a dynamic environment while serving as a professional point of contact for clients, vendors, and team members. This is a full-time, salaried, benefited, and in-office position.

For more information about Element Home Visitors, please visit .

Key ResponsibilitiesAdministrative Support

• Manage and prioritize the leadership team's emails, ensuring timely responses and follow-up on important tasks.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare for client meetings and company events by organizing agendas, presentation materials, meeting spaces, refreshments, and overall office readiness.
• Assist with the preparation and organization of meetings, including setting up rooms, preparing materials, taking notes, and maintaining tracking of action items.
• Handle general correspondence, both electronic and physical.
• Assist with document management and filing, ensuring all files are up to date and accessible.
• Maintain a calendar of important deadlines, events, meetings, and client engagements for the leadership team.

Office Management

• Lead reception duties, including managing phone lines, greeting visitors, and overseeing visitor access.
• Ensure office coverage during business hours, maintaining a welcoming, professional, and responsive office environment at all times.
• Ensure the office environment is clean, organized, client-ready, and well-maintained at all times.
• Order and manage office supplies, ensuring all necessary materials are stocked and available.
• Liaise with vendors and contractors to coordinate office maintenance and services (e.g., cleaning, IT support).
• Maintain an efficient filing and storage system for both physical and digital records.
• Manage incoming mail and packages, ensuring they are distributed appropriately and promptly.
• Coordinate office events, such as team meetings, company celebrations, client gatherings, broker events, or wellness activities.
• Coordinate office hours and closings to be communicated internally (team members) and externally (vendors, clients, door signage).
• Run office errands, as needed.

Events & Client Experience

• Plan and communicate team events and celebrations (team building, strategic planning, holiday celebrations).
• Coordinate logistics and preparation for client meetings, presentations, broker opens, and company events to ensure a polished and professional experience.
• Create and maintain a team activity calendar (birthdays, events, etc.).
• Oversee company appreciation and recognition efforts (vendor/trade partner appreciation events, client gifts, employee recognition, etc.).
• Ensure conference rooms, common areas, and hospitality elements are prepared and presentation-ready for meetings and events.

Additional Support

• Act as point of contact for permitting applications and tracking.
• Act as point of contact for utilities setup, maintenance, and client changeover.
• Assist with vendor compliance documentation and tracking.
• Act as point of contact for employees and external visitors, ensuring a positive and professional experience when they enter the office.
• Assist with various ad-hoc projects and tasks as requested by leadership or other departments.
• Ensure that office equipment (e.g., printers, copiers) is functioning properly and arrange for repairs when necessary.
• Support HR-related tasks, such as onboarding new employees or assisting with employee-related inquiries.
• Oversee company gifts for clients, investors, vendors, etc.
• Oversee team birthdays and work anniversary celebrations/recognition.

Qualifications

• Proven experience in office management, administrative support, hospitality coordination, or a similar role.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Google Suite and/or Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to maintain a high level of confidentiality and professionalism.
• Strong sense of independence with the ability to take initiative, ownership of responsibilities, and proactively solve problems with minimal supervision.
• Team-oriented mindset with the ability to collaborate effectively across departments while also working independently.
• Professional presentation and customer-service mindset with the ability to warmly greet guests, clients, and vendors while creating a welcoming office environment.
• A positive, can-do attitude and ability to adapt to changing priorities in a fast-paced environment.
• Strong problem-solving skills, attention to detail, and follow-through on tasks and projects.

Pay: From $55,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Work Location: In person