Job Summary

Monday - Friday 8:00 AM - 5:00 PM

The Executive Assistant / Office Administrator responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to management, coordinating building maintenance scheduling, and handling repair needs. They are to ensure the environment is set for a smooth-running office and help to improve company procedures and day-to-day operations. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

TEAM SUPPORT:                                                                                                                            

The Office Administrator proactively manages the calendars for the President and SVP of Sales, makes travel arrangements and tracks expenses.

Administrative Support                                                    

○          Calendar management - manage complex calendar including vetting and prioritizing

○          Travel coordination - manage flights, hotels, rental cars, and other reservations as needed

○          Meeting preparation - ensure execs are prepared for meetings

○          Sales department support – assist with customer rebates and ad-hoc projects

○          Customer support – manage customer and holiday gifts

○          Manages customer contact lists

○          Attend meetings with or on behalf of the execs taking careful notes

○          Design and manage physical and digital filing systems 

OFFICE MANAGEMENT:                                                                                                           

The Office Administrator creates and maintains a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.                                                                             

○          Coordinate daily operational activities throughout the company to ensure efficiency while maintaining compliance with corporate policies

○          Approves expenses for the Operations Dept budget

○          Manages operations spending to budget with careful organization

○          Ensures daily mail is opened, stamped, and distributed

○          Facilitates the welcoming of guests and directing them to proper individuals

○          Monthly lunch ordering - coordinating with vendors, meal prep and set up

○          Office snacks and supply ordering - Track and replace office supplies as necessary to avoid interruptions in standard front office procedures

○          Office organizing

○          Manage the maintenance of the office printers

○          Conduct new hire onboarding orientations, building tours, and introductions

○          Prepare workspaces for new employees

○          Order employee business cards

○          Plan and prepare Corporate Social Responsibility efforts

○          Verify that conference room audio and visual equipment is in proper working order before all meetings

○          Manage calendar scheduling for conference rooms and troubleshoot scheduling conflicts as they arise.

○          Responsible for updates to the communications board with company events and company-wide communication efforts 

○          Field complaints and specific employee/customer/vendor requests and troubleshoot emergencies

○          Direct the look and feel of the office and kitchen, keeping it clean and orderly. Ensure the conference rooms, kitchen, and coffee station are well maintained and supplies are reordered and stocked.

○          Ensure office security by managing and monitoring alarms and access badge controls.

○          Coordinate and prepare for office meetings, scheduling meals, supplies, birthday celebrations, etc.

○          Assist with event planning and team-building activities as needed

○          Champions company initiatives such as recycling efforts

○          Supports management on ad hoc projects

○          Prepare quarterly meeting slides

○          Manage RMA tracking for Service Exceptions and prepare the monthly report

Monitor the Metrics Dashboard for monthly departmental completion

QUALIFICATIONS

·        3-5+ years' experience as an Executive Assistant or Office Manager in a fast-paced environment

·        Must have a high degree of organization - focus on pre-planning, execution, problem solving and improving processes

·        Excellent written and verbal communication with experience in writing and delivering executive communication and presentations.

·        Ability to demonstrate grace under pressure and adapt quickly in a flexible environment

·       Emphasis is given to excellent organizational and time management skills, great attention to detail, assertiveness, diplomatic skills, and a proactive approach to work.

·       Outstanding written and verbal communication and interpersonal abilities are required.

·       Must be able to independently manage processes, develop standards, promote process improvement, and understand the budgeting process to track budget expenses.

·       Proven and verifiable experience with CA employment law and onboarding 

·       Ability to maintain discretion and strict confidentiality

·       Computer Skills: Proficient in Microsoft Office, ERP Systems and plug ins, Smartsheet,   

·       Bachelor's degree preferred

 ·       Critical thinking

·       Feel comfortable interacting with various levels of management

EDUCATION & EXPERIENCE 

High school or equivalent GED certification required.