Job Details

About the job Administrative Assistant

Executive Administrator - Office Manager:

We are looking for a highly motivated, Executive Administrative Assistant/Office Manager. This role plays a pivotal role in supporting our executive team and senior management by efficiently managing administrative tasks. This position is essential for ensuring the seamless operation of the executive office and coordinating activities effectively.

Responsibilities:

- Calendar Management: Coordinate and manage executive schedules, resolving conflicts, and optimizing time management.

- Communication: Screen calls, emails, and correspondence, while drafting necessary documents and reports.

- Travel Arrangements: Arrange travel logistics, including accommodations, transportation, and expense reconciliation.

- Meeting Support: Prepare agendas, materials, and presentations, attend meetings, and distribute follow-up actions.

- Project Coordination: Track and coordinate the executive's projects, collaborating with teams to ensure progress.

- Confidentiality: Handle sensitive information with professionalism and discretion.

- Office Management: Maintain the executive's office, including supplies, filing systems, and equipment.

- Relationship Management: Foster relationships with stakeholders, both internal and external.

- Research: Conduct research to support decision-making and meeting preparation.

- Event Coordination: Assist in planning and organizing company events and conferences.

- Miscellaneous Tasks: Perform administrative duties such as expense tracking, invoice processing, and data entry.

- Facility Management: Manage office space, maintenance, repairs, and ensure a safe environment for employees.

- Budgeting and Finance: Responsible for budget management and adherence to spending limits.

- Supervision: Oversee cleaning crew, providing guidance, and evaluating performance.

- Problem Solving: Address various challenges in the office environment effectively.

Qualifications/ Requirements:

• High school diploma or equivalent (bachelor's degree preferred).
• 3+ years of experience in executive administrative support or similar roles.
• Proficiency in Microsoft Office Suite and other relevant software.
• Excellent communication, organizational, and time management skills.
• Ability to multitask, handle confidential information, and solve problems proactively.
• Flexibility to adapt to changing priorities and work well under pressure.
• Familiarity with basic project management principles is advantageous.
• Bilingual (Spanish & English) preferred not required.
• Primarily office-based role with occasional standing and walking.
• Occasional lifting and moving of up to 10 pounds may be required.
• Moderate exposure to inclement weather/elements and quiet to moderate noise level in the office.
• Local and non-local travel may be required, less than 10% of the time.
• Ability to work extended hours, weekends, or holidays as needed.
• Support 4 executives.