Office Manager / Executive Assistant

Job Description

Job Description

The Executive Assistant and Office Manager provides high-level administrative support to the President and COO while managing overall front office activities, including the reception area, mail, large purchasing requests, and facilities. This role is essential to the administrative and operational functions of the company, requiring a professional and competent image, friendly customer service, and a focus on timeliness and professional appearance. Strong organizational skills, attention to detail, time management, and interpersonal skills are crucial.

Duties and Essential Functions

• Assist in daily administrative operations following established company procedures and guidelines.
• Perform administrative tasks such as record keeping, typing reports, memos, letters, and other documents using relevant computer software.
• Maintain and update account information in computer databases.
• Plan, schedule, coordinate, and track important dates and meetings, including reservations, conference rooms, events, and lunches. Occasional travel to meeting sites may be required.
• Prioritize and respond to emails within 24 hours.
• Manage and prioritize the President and COO's calendar.
• Plan and manage travel arrangements for the Executive team.
• Prepare agendas for meetings using tools like Constant Contact and GoToMeeting.
• Record, type, and distribute meeting minutes.
• Prepare PowerPoint presentations for meetings.
• Handle reimbursements and travel costs for the President and COO.
• Undertake special projects as instructed.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
• Supervise and coordinate overall administrative activities for the regional office.
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
• Negotiate the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Supervise the maintenance of office equipment, including copier, fax machine, etc.
• Responsible for the facilities' day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.).
• Handle the company’s weekly communication to distribute to all employees (KWIX).
• Participate as needed in special department projects.

Competencies

Supervisory Responsibility

Work Environment

Physical Demands

Position Type / Expected Hours of Work

Travel

Required Education and Experience

Other Duties