Secretary/Office Manager

Secretary / Office Manager

Job Overview: The secretary/office manager provides high-level administrative support to executives, including but not limited to managing schedules, coordinating meetings, handling correspondence, and performing various administrative tasks to facilitate the efficient operation of the executive's office.

Key Responsibilities:

1. Administrative Support: Provide general administrative support, including drafting correspondence, preparing reports, presentations, and other documents as needed. Maintain accurate records and files, both electronic and hard copy

2. Relationship Management: Build and maintain positive relationships with internal and external stakeholders, including staff, board of directors, clients, vendors, and partners. Serve as a liaison between the executive and various parties, representing them professionally.

3. Calendar Management: Schedule and manage appointments, meetings, and conferences for the executive. Coordinate with internal and external parties to ensure timely and efficient scheduling.

4. Communication Management: Respond to inquiries on behalf of the executive, ensuring prompt and professional communication.

5. Meeting/Event Coordination: Coordinate and organize meetings/events, including preparing agendas, attending meetings to take minutes, and following up on action items. Ensure meeting/event logistics are well-organized, such as arranging catering and setting up audiovisual equipment.

6. Travel Arrangements: Make travel arrangements, including booking flights, accommodation, transportation, and preparing travel itineraries. Ensure all travel arrangements align with the executive's preferences and schedule.

7. Information Management: Manage and maintain contacts, files, and databases. Ensure confidentiality and security of sensitive information.

8. Project Assistance: Assist with special projects and initiatives as assigned by the executive. Conduct research, compile data, and prepare materials to support project objectives.

9. HR Support: Assist with human resources functions, such as employee onboarding and offboarding. Provide updated employee information to HR and facilitate communication between staff and management.

10. Facilities Management: Ensure the office environment is conducive to productivity.

11. Resource Coordination: Monitor inventory levels and request purchasing as needed. Optimize resource allocation to meet the needs of various departments while minimizing waste and expenses.

12. Problem Solving: Proactively identify issues and challenges and take appropriate action to address them. Anticipate needs and provide solutions to enhance efficiency and productivity.

Qualifications:

• Bachelor's degree preferred, or equivalent work experience.

• Proven experience as an executive assistant/office manager or similar role, preferably supporting C-suite executives.

• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

• Strong written and verbal communication skills, with a high level of professionalism and discretion.

• Proficiency in office software and technology, including Microsoft Office suite and calendar/email management tools.

• Ability to work independently with minimal supervision and collaborate effectively as part of a team.

• Strong attention to detail and accuracy, with a commitment to delivering high-quality work.

• Adaptability and flexibility to accommodate changing priorities and demands.

Working Conditions:

• Fast-paced environment with frequent interruptions and shifting priorities.

• Office-based role with regular hours, typically Monday to Friday. Some overtime may be required to meet deadlines or accommodate the executive’s schedule.

• May involve occasional travel.

Benefits:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• 401(k)
• Paid time off and holidays.

How to Apply:
Interested candidates should submit their resume and cover letter to accounting@genesissystems.com or applying on the really posting (lookup Genesis Systems). We look forward to reviewing your application and responding to all applications within 48 hours of submission.

Salary Range:

$45,000 – $52,000

Job Type: Full-time

Pay: $45,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Tampa, FL 33616 (Required)

Ability to Relocate:

• Tampa, FL 33616: Relocate before starting work (Required)

Work Location: In person

Salary : $45,000 - $52,000