What are the responsibilities and job description for the Executive Assistant/Office Manager position at Brown Jordan Inc.?
Executive Assistant/Office Manager Position Summary
The Executive Assistant/Office Manager will provide high-level administrative support to senior executives (CEO, CFO, COO, etc.), managing calendars, scheduling meetings, handling communications, coordinating travel arrangements, managing documents, and performing other tasks to ensure smooth operations, allowing the executives to focus on strategic priorities. The EA/Office Manager will serve as the liaison with key stakeholders of the Company (Division Presidents, Board of Directors, owners, etc.).
The EA/Office Manager will manage the day-to-day operations of the Corporate office, including mail distribution, ordering of office supplies, greeting visitors/vendors, and serve as the building property liaison for maintenance requests. The EA/Manager will help to create and maintain office procedures and ensure that the office is a safe and healthy place to work. The EA/Office Manager will assist other Corporate departments (HR, Finance, IT) with as needed tasks and projects.
This position requires an in-office presence M-F. The ideal candidate will be able to leverage their experience and business acumen to provide professional administrative assistance and superior customer service to individuals at all levels, both internally and externally. The EA/Office Manager should be an organized and excellence-driven team member with excellent communication skills. As our business is continually evolving, the ideal candidate should be comfortable with change management and be able to adapt to changes in responsibilities.
Primary Duties/Responsibilities
The EA/Office Manager should expect their responsibilities to include, but not be limited to:
Ø Proactively manage the executive's calendars, scheduling internal and external meetings, appointments, and calls, ensuring time conflicts are avoided.
Ø Screen phone calls, emails, and correspondence, directing inquiries to appropriate parties or providing concise summaries.
Ø Coordinate all aspects of business travel including booking flights, accommodations, transportation, and preparing itineraries.
Ø Prepare the Board of Directors and other senior management team meeting agendas and presentations, gather and distribute relevant materials and process/distribute meeting minutes.
Ø Coordinate recorded company-wide meetings/executive messages among multiple locations via Teams or Zoom.
Ø Organize and maintain electronic and physical files, including confidential documents.
Ø Process and submit expense reports on behalf of the executives in Concur; manage approval process for executives’ direct reports.
Ø Order and manage/maintain office luncheons, supplies, equipment, and office/maintenance services.
Ø The ideal candidate will have some experience with high level legal document preparation such as commission agreements, employment agreements, legal entity structures, etc. Paralegal experience and exceptional legal writing abilities will be considered a very strong plus.
Qualifications/Requirements
The ideal EA/Office Manager candidate should bring with them:
Ø College degree in business administration or related field preferred. Florida notary certification is a plus.
Ø Five (5) or more years’ relevant work experience supporting high-level executives. Experience in manufacturing or consumer goods is a plus.
Ø Professional demeanor, detail-oriented and well-organized with excellent problem-solving skills.
Ø Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
Ø Excellent written and verbal communication skills, including the ability to interact with diverse individuals at all levels.
Ø Proficient in MS Office applications (Excel, Word, PowerPoint, Outlook). Experience with AI and Concur are a plus.
Environmental/Physical Demands:
Ø Office environment; no specific or unusual environmental or physical demands.
Ø Must be able to sit for long periods of time.
Ø Ability to focus on a computer screen for extended periods.
Ø Office environment; no specific or unusual environmental or physical demands/
This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.
