Executive Assistant Office Manager

Executive Assistant/Office Manager Job Summary:

The Executive Assistant/Office Manager supports the Managing Partners, as well as manages the administrative aspects of the firm. 

Duties/Responsibilities:

This position reports to the COO, and performs the following functions:

• Administrative Support: Provide direct support for and work closely with the Founder, support CEO, COO, and President as needed; manage calendar, schedule and confirm meetings; answer phone, and handle or direct calls as necessary; organize office and files.
• Mail and Shipping: Receive and sort mail and packages; prepare packages for shipment.
• Visitor Management: Greet visitors and organize visits.
• Meeting Management: Prepare and set-up for meetings; order lunch when needed; research and collect data for documents, and prepare materials for meetings, including agendas in some cases.
• Supplies: Manage office supplies and kitchen needs, including ordering and stocking.
• Accounting Support: Prepare AR invoices; support AP and AR processes, including making deposits; prepare expense reports for Managing Partners; categorize corporate card expenses; write checks as needed.
• Documents and Reporting: Produce information; draft emails, letters and documents as needed; update contact database with current information.
• Technology: Manage email inbox and archiving, resolve technology issues for Managing Partners (computer, iPhone, etc.).
• Onboarding: Manage employee onboarding process and enrollment needs.
• Other: Administrative duties as requested.

Required Skills/Abilities:

• The position will involve significant responsibility in a fast-paced, results-oriented business.
• Experience with Microsoft Outlook, Word, Excel and PowerPoint, CRMs, telephone software, and other software is helpful.
• Ability to distill information, and write reports for senior management.
• Precise attention to detail and relentless follow through.
• Excellent communication and presentation skills
• The ability to work well under pressure and tight deadlines; set priorities
• Ability to manage multiple projects independently.
• Ability to work with varied personalities.

Education and Experience:

• Associate’s degree preferred or equivalent experience
• 10 years of experience as an Administrative and Executive Assistant

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to navigate the organization’s physical premises.

ARKMALIBU IS PROUD TO BE AN EQUAL OPPORTUNITY (EOE) AFFIRMATIVE ACTION (AA) EMPLOYER.