Job Description

Overall Function:

The Office Manager/Executive Assistant serves as the primary point of contact for internal and external stakeholders, ensuring seamless office operations and providing high-level administrative support to the CEO and other executives. This role combines hospitality and professionalism with exceptional organizational skills to manage office organization along with supporting the CEO with administrative needs, such as calendaring.

Essential Duties and Responsibilities:

Office Management:

• Serve as the welcoming face and voice of the company by greeting visitors and addressing inquiries with professionalism and exceptional customer service.
• Oversee day-to-day office operations, including ordering supplies, managing mail and packages, and ensuring a clean and organized office environment.
• Act as the primary contact for office vendors and service providers, ensuring timely resolution of facility needs and maintenance issues.
• Coordinate and manage conference room schedules, ensuring proper setup for meetings, including technology, materials, and refreshments.
• Implement and maintain office policies, procedures, and emergency protocols to ensure safety and efficiency.
• Partner with the events team to support them with in-office celebrations, including town halls, milestone celebrations, and company culture-building activities.

Executive Assistance:

• Primarily support the CEO’s day to day needs, in addition to some nominal calendar management for all other C-Suite team members.
• Manage complex schedules, including calendar coordination, meeting arrangements, and resolving scheduling conflicts.
• Prepare executives for meetings with pertinent information, documents, and agendas.
• Coordinate travel arrangements, including booking flights, hotels, and ground transportation; create detailed itineraries.
• Act as liaison to the board of directors, managing meeting logistics, preparing board decks, and maintaining board documentation.
• Prepare high-quality correspondence, reports, and presentations, ensuring accuracy and professionalism.
• Maintain confidentiality and discretion in handling sensitive information and communications.

Communication and Coordination:

• Act as the first point of contact for internal and external communications, screening calls and emails, and directing them to the appropriate party.
• Support executives in cultivating relationships with key stakeholders by managing follow-ups and correspondence.
• Organize and document minutes for senior leadership meetings and Town Hall events.

Event and Meeting Management:

• Coordinate on-site and virtual meetings, including setup, technology support, and catering arrangements.
• Assist with the planning and execution of company events, ensuring all logistics are handled with precision.
• Light travel required, with responsibilities as VIP Handler to the CEO, CCO and the President providing daily support including managing schedules, coordinating meals, running errands, and more.

Special Projects:

• Oversee and execute special projects as assigned by the CEO or other executives, ensuring timely and high-quality delivery.
• Support culture-building initiatives and create a welcoming office atmosphere for employees and visitors alike.

Qualifications:

Education and Experience:

• Bachelor’s degree preferred; or equivalent combination of education and experience.
• 5+ years of experience in office management and/or executive assistance roles.

Skills and Competencies:

• Exceptional organizational and time-management skills with the ability to prioritize and multitask in a fast-paced environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting tools (e.g., Zoom).
• Excellent verbal and written communication skills.
• Strong problem-solving skills, attention to detail, and discretion in handling confidential matters.
• Ability to build strong interpersonal relationships across all levels of the organization and with external stakeholders.
• Proactive, adaptable, and resourceful, with a customer-service mindset.

Physical Demands and Work Environment:

• Regularly required to sit, talk, and hear, and use hands and fingers to operate a computer and telephone keyboard.
• Occasionally required to stand, walk, and carry up to 15 lbs.
• The noise level in the work environment is usually low.

Please note: Only applicants selected for an interview will be contacted. We appreciate your understanding!

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