Office Manager/Exec Assistant

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. This is an in-office, five days a week position. No remote work.

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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