We're hiring an Office Manager & Executive Assistant to the CVO at Convivial Brands! If you're extremely organized, detail-oriented, customer service focused, passionate about serving others, and you thrive in a fast-paced, dynamic environment, then this could be a great opportunity for you. You will need to be highly self-motivated, be willing to take the initiative, and maintain discretion and confidence.

THE POSITION:

Duties as Assistant to the CVO:

• Provides administrative support in a highly organized fashion to the Chief Vision Officer (CVO). This includes the organization of all electronic and paper documents, calendar (personal and professional), meeting notes/agendas, and the overall presentation of the CVO’s office and EA’s cubical space. The EA is the first point of contact for phone calls and visitors for the CVO.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CVO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Plan, coordinate and ensure the CVO’s schedule is followed and respected. Provide gatekeeper and gateway role, creating win-win situations for direct access to the CVO’s time and office.
• Manage, plan, and organize the CVO’s calendar including creating and delivering presentations, meeting agendas and any supporting materials ensuring that the CVO and attendees are prepared for the upcoming meeting.
• Work closely and effectively with the CVO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CVO updated.
• Enhances the CVO’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to contribute to job accomplishments.
• Anticipates the CVO’s needs and strategically brings together appropriate people and resources to support the CVO in addressing these issues.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Perform routine reporting functions in Excel including organizing and presenting data in a clear and concise manner.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, emails and other tasks that facilitate the CVO's ability to effectively lead the company.
• Meeting and event coordination, including conducts polls for availability, reserves meeting rooms, arranges for catering and equipment needs, prepares and distributes agenda and meeting materials, takes minutes/notes, and coordinates action items.
• Completes critical aspects of routine tasks and special assignments by establishing objectives; setting priorities; managing time; gaining collaboration of others; monitoring progress; problem solving; making adjustments to plans.

Duties as Office Manager:

• Seamlessly juggle the many responsibilities of making an office run which includes assisting with conference room scheduling, ordering office/kitchen supplies, keeping the office organized, sorting and distributing incoming mail, and processing outgoing mail and packages. Become proficient in all internal systems and processes.
• Make business travel arrangements, develop travel itineraries and agendas; book transportation; arrange lodging and meeting accommodations and prepare expense reports.
• Coordinates on boarding of new employees, including electronics, office set up, business cards, and schedules introductory meetings.
• Exercise’s initiative, independent judgment and discretion in screening all incoming calls, greets and escorts visitors, and corresponds to written and oral requests for information.
• Reconciles corporate credit card receipts against transactions to ensures expenses are appropriate, and codes them to the correct general ledger account for posting by the Finance Team.

Facilities Management: Become main point of contact for all building-related service providers, including but not limited to: HVAC, janitorial, plumbing, electric, and landscaping partners.

Event Organization: Manage logistics for all staff meetings and internal events on an ongoing basis, including ordering food, coordinating set up, etc.

• All other duties as assigned by direct Supervisor.

Required/Desired Qualifications

• High School Diploma is required. Bachelor’s Degree preferred.
• Minimum of three years’ experience supporting an Executive(s ).
• Impeccable organizational appetite with the sense of urgency to make all functions of the role clean, clear, efficient, and concise.
• Proven track record of working effectively in a confidential environment and with highly confidential information and knowledge.
• Uses sound judgment for determining what’s appropriate when sharing information, escalating issues, managing interruptions, making decisions and flagging urgent needs.
• Positive, upbeat, self-starting and can-do attitude.
• Enthusiasm to help without being asked. Skilled at anticipating needs.
• Demonstrated take-charge approaches to problem-solving with strong decision-making capability.
• Ability to multi-task, deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• Highly resourceful team-player, with the ability to also be independently effective.
• Forward looking thinker who actively seeks opportunities and proposes solutions.
• Must maintain a professional appearance at all times.
• Advanced PC knowledge in Microsoft Office, including highly proficient skillset in Excel.
• Occasional nights and weekend communication is required to promptly solve issues that arise.

Who Are We?

Convivial Brands is the umbrella company for our 4 brands - Design Design (1987), Verdant Graphics (2011), The High Five GR (2018), and Tableau (2020). At Convivial Brands, everything we do revolves around Making Life Better - which includes creating opportunities, products, and a culture that strives to do just that. The physical products we make help people celebrate and enhance life, sometimes in small, quaint ways, and other times in big statements. From celebrating a wedding to giving a small gift of appreciation, each brand produces an end product that intends to make life friendly, lively, and jovial - ergo making life Convivial. This is achieved through operating within our Core Values of being trustworthy, pursuing excellence, and exemplifying a team first mindset. Those three values are what guides our day-to-day operations and ensures we are moving in the right direction the right way.

What's in it for you?

• Convivial Brands is a family-owned company based in Grand Rapids, MI. Our founder and the family are passionate about our mission to Make Life Better through creating connections and turning occasions into celebrations.
• We are a culture focused company centered our 3 Core Values - being trustworthy, pursuing excellence, and having a team first mindset. Those three values are what guide our day-to-day, and ensure that we're moving in the right direction the right way.
• We are an EOS company - this ensures we have a clear, shared vision for the company, that we're gaining traction through accountability, and that we're building healthy teams.
• We understand that work and personal life exist side-by-side, not separately, and work to provide our team members with the flexibility needed for balance.
• Most importantly, our team members make us special - we believe each of our team members' individual differences, life experiences, knowledge, inventiveness, innovation, unique capabilities and talent - and the way they invest those in their work - is key to our culture, our reputation, and our success as a company.
• We offer great benefits - 8 company-recognized holidays, a PTO bank, and a variety of benefits, including health, dental, vision, company-paid life insurance, short-term disability and long-term disability, as well as voluntary benefits like standard life insurance, permanent life insurance with chronic conditions rider, critical illness and accident, pet insurance and more.
• We offer a generous 401(k) (traditional pre-tax or ROTH) with a match. The only requirement to participate is that you be 18 years of age. The match is effective the first of the quarter after 90 days of employment. Convivial matches 100% of the first 3% of your contribution, and then 50% on the next 2% of your contribution. All amounts are fully vested immediately.

Education, Training, and Experience:

• High School Diploma is required. Bachelor’s Degree preferred.
• Minimum of three years’ experience supporting an Executive(s ).

Specific skills, knowledge, and abilities:

• Impeccable organizational appetite with the sense of urgency to make all functions of the role clean, clear, efficient, and concise.
• Proven track record of working effectively in a confidential environment and with highly confidential information and knowledge.
• Uses sound judgment for determining what’s appropriate when sharing information, escalating issues, managing interruptions, making decisions and flagging urgent needs.
• Positive, upbeat, self-starting and can-do attitude.
• Enthusiasm to help without being asked. Skilled at anticipating needs.
• Demonstrated take-charge approaches to problem-solving with strong decision-making capability.
• Ability to multi-task, deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• Highly resourceful team-player, with the ability to also be independently effective.
• Forward looking thinker who actively seeks opportunities and proposes solutions.
• Must maintain a professional appearance at all times.
• Advanced PC knowledge in Microsoft Office, including highly proficient skillset in Excel.
• Occasional nights and weekend communication is required to promptly solve issues that arise.

Job Type: Full-time

Pay: Up to $70,000.00 per year

Benefits:

• 401(k) matching
• Employee assistance program
• Employee discount
• Health savings account
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person