Executive Assistant and Office Manager

SUMMARY As the President’s Executive Assistant and Office Manager for the Austin Love.Life Office, you will be responsible for supporting the President with all executive administrative needs, overseeing the operations of the office, and performing special projects to enable the success of a fast-growing start-up. This role will serve as an inclusive leader and team player who inspires the team at all levels, and demonstrates excellent interpersonal qualities that build confidence, trust, and credibility. The Executive Assistant/Office Manager must have the ability to always maintain confidentiality, be a self-starter, well organized with an eye for detail, proactive, and support the culture of doing whatever it takes to get the job done.  

Servant leadership is a part of our DNA, and we expect all our team members to embrace this model of leadership, while exemplifying integrity and compassion for all our members.

ESSENTIAL FUNCTIONS

Executive Assistant – primary responsibilities

• Book all travel for President and at times other members of the team – to be inclusive of airline, hotel, transportation, dinner, other reservations, etc.
• Coordinate and schedule all President meetings/calls, and team meetings as needed.
• Take minutes and action items, follow-up where needed on items requested by the President.
• Plan, organize, prep and secure food for meetings when needed.
• Process timely expense reimbursements for the President and others credit card with accurate coding to different expense accounts including excel based reconciliations.
• Work with President to plan monthly team building and “surprise” team member appreciation events/activities – schedule, plan and execute.
• Provide feedback to President on anything that could be an opportunity or concern in the office.
• Organize and own the team’s SharePoint and maintain proactively with minutes, materials, etc.
• Support team onboarding efforts by setting up new members in the office and working with IT on equipment needs and requests and any other onboarding and related processes for new positions.
• Identify opportunities for improved team communication, project tracking, and updates.
• Anticipate needs of President based on prior needs from meetings, travel, etc.
• Proactively maintain calendar and address conflicts early and often as schedules change.
• Have presence in the office to support needs of the President and other team members.
• Work to define special projects that you can own, which align with both the business needs and personal professional development goals.
• Ongoing coordination and communication with the President for alignment and support.
• Set-up for meetings including pre-printed materials day or more before the event and distribute materials to applicable team members, coordinate and set up snacks, greet guests and ensure they have proper information for parking and accessing the building, coordinating meal and coffee orders, etc. as well as ensure proper breakdown and cleanup post meeting/event.

Office Manager – secondary responsibilities

• Take ownership of the office space including responsibilities for keys, codes, parking, supplies, cleanliness, tech, plants, etc.
• Be the main contact with all office management vendors, and ensure all vendors are performing as expected: cleaning service, printing/copier service, plants, network, heating/cooling, etc.
• Lead timely issue resolution to any disruptions to office operations (ex. printer issues, water issues, supplies issues, wifi issues, etc.)
• Serve as primary interface with the property management company if there are any issues including elevator, electricity, water, parking, neighbors, leaks, trash, etc.   
• Get the mail daily and distribute and send out mail as needed and coordinate with WFM  
• Monitor, order and organize supplies needed for office operations as needed (mail room, kitchen, food, bathrooms, cleaning refrigerator, etc.).
• Develop a system to ensure dish washer, recycling, trash, bathrooms, etc. are addressed as needed outside of the weekly cleaning company.
• Ensure offices are clean and things are put away as appropriate and organized.
• Check in periodically with each team member and see if there is anything they feel we need for the office space to make it more functional and/or anything else you/we could be doing for a better office environment and culture.
• Be proactive if something is broken or just sitting around: figure it out and resolve it.
• Process bills for payment, code expenses, produce reports,
• Seek support and ask questions when needed.

OTHER DUTIES 

Assimilate into The Love.Life culture through understanding, supporting, and participating in all elements of company core values and tenets. Demonstrate working knowledge of the service standards.

Regular attendance in conformance with the standards, which may be established by Love.Life from time to time, is essential to the successful performance of this position. Attendance standard for salaried exempt team members is dedicating adequate time to fulfill the duties outlined in this job description equal to, or more than 40 hours per workweek.

Due to the cyclical nature of the industry, team members may be required to work varying schedules to reflect the needs of the business.

JOB KNOWLEDGE, SKILLS, ABILITIES 

This Executive Assistant and Office Manager must possess the following knowledge, skills, and abilities to demonstrate they can perform the essential functions of the job, along with the physical requirements, with or without reasonable accommodation.

• Strong attention to detail, follow-through and follow-up, ability to meet deadlines.
• Outstanding written and oral communications.
• Excellent organizational and multitasking skills. 
• Exceptional interpersonal skills. 
• Have proactive mindset and ability to anticipate needs.
• Ability to speak up, ask questions and engage with others as needed.
• Ability to maintain confidentiality at all times.
• Work as a team player with strong work ethic.

EXPERIENCE/EDUCATION REQUIRED 

• 4 years’ experience in an executive admin and office manager role
• Strong command of Word, PowerPoint and Excel, Outlook, and generally computer & tech savvy
• Experience in a start-up company desired