Position: Office Manager/Executive Assistant 

About Us 

Our company is a digital transformation company. We are committed to serving by delivering innovative solutions, developing products, and providing consulting services. We lend a positive impact to businesses and communities to foster exceptional value for our employees, partners, and customers, thereby improving quality of life. We believe in merging the right technologies with the right people for the perfect combination. We nurture smart solutions for businesses and communities until the desired digital transformation goals have been met.

Job Description Summary:

The Office Manager/Executive Assistant will perform both general managerial tasks downstream and assist the executive team upstream. This person will perform various clerical duties and assignments supporting the needs of the office and the leadership team. This role involves working closely with the executives and other staff, handling various tasks to streamline their work, assisting with communications, and overseeing employees. The employee should expect a wide range of tasks and will have a broad responsibility list. Must be a self-starter, responsible, and able to anticipate the next step. The employee should expect to continue to develop and hone their industry-specific skills as the position progresses. The position will require the employee to be a problem solver with excellent communication skills and impeccable attention to detail. Must have prior staff management and leadership experience.

Objectives Of This Role:

•  Serve as the eyes and ears of the company, providing information, answering questions, and responding to requests
•  Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout
• Coordinate internal and external resources to expedite workflow
• Oversee and achieve organizational goals while upholding best practices
• Endure project timelines are maintained with team check-in and upward reporting.

Responsibilities

• Meeting Coordination: Organize, coordinate, and prepare for meetings and handle follow-up activities. This also includes managing virtual meeting platforms and ensuring all participants have the necessary access and needed information before the meeting. Prepares meeting agendas and takes meeting minutes

•  Calendar Management: Manage and coordinate the Executive team's calendars to ensure efficient meeting of all appointments, meetings, and deadlines. 

• Communication Management: Act as a point of contact among executives, employees, clients, and other external partners. Manage information flow in a timely and accurate manner.

• Project Coordination: Assist in planning and executing projects and initiatives led by the Executive team. This will require tracking progress and ensuring deadlines are met by coordinating jobs, staffing, and team deliverables. Oversee deadlines are met and communicate key checkpoints in projects to leadership. 

• Office Management: Oversee general office operations and procedures to ensure efficiency. This may include ordering supplies, coordinating with IT support, checking mail, and maintaining office cleanliness. Additional tasks will include managing maintenance accounts, payroll, assisting all departments and teams as needed, handles requests and queries appropriately. The employee must present a positive and professional image for the organization at all times. Handle employee onboarding and any additional tasks as requested by the executive team.

• Administrative Support: Provide general administrative support as needed, including assisting with HR tasks and onboarding new team members. Errands as requested. Undertake the tasks of receiving calls, taking messages, and routing correspondence. Produce reports, presentations, and briefs as requested. Submit and reconcile expense reports, Maintain physical and digital filing systems, Respond to emails and other digital queries and correspondence, input and update information in databases and spreadsheets, research as requested, and compile and summarize information for reports or presentations and onboard new clients in systems.

• Travel Coordination: Plan and organize travel itineraries, including booking flights, accommodations, and transportation for both domestic and international trips.

• Event Planning: Assist in planning and coordinating corporate events, including team outings, client dinners, and company-wide meetings.

• CRM Management

Required Skills

• Simple IT skills
• Knowledge of Google Workspace
• Monday.com 
• Leadership and Management skills of both employees and projects
• Self-starter and accountability 
• Communication skills
• Critical thought 
• Problem-solving and decision making
• Initiative
• 3 Years of Management or leadership experience 

This job is Monday through Friday, 30- 40 hours per week, with the possibility of working from home on Monday. It is currently an hourly position, and you will be required to enter into an ND Agreement.