Office Manager/ Executive Assistant

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

• Initiative
• Leadership
• Time Management
• Decision Making
• Communication Proficiency
• Organization Skills
• Data Driven
• Tech Savvy

Supervisory Responsibility

• This position manages all employees of the department and is responsible for the performance management and hiring of the employees within that department.

Work Environment

• This job operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands

• The role requires occasional sitting, standing, reaching, lifting, bending, kneeling, stooping, climbing, and moving items weighing up to 20 pounds. Manual dexterity, auditory and visual skills, and the ability to follow written and oral instructions are necessary.

Position Type/Expected Hours of Work

• This is a full-time position, with work hours from Monday to Friday, 8:30 a.m. to 5:30 p.m.

Travel

• Some travel may be required for meetings and training within city limits.

Required Education and Experience

• A college degree is preferred.
• Prior experience in a related position and working with Executive-level team members is necessary.
• At least two years of previous experience in office management and switchboard operations.
• Working knowledge of mail processes such as postage machine, FedEx, and UPS.
• Experience in a fast-paced environment.
• Must be fully bilingual in English and Spanish, with the ability to read and write in both languages.
• Proficiency in MS Office Suite and associated programs.
• Ability to multi-task, set, and manage priorities.
• Excellent communication and listening skills for interacting with a diverse, multicultural population.
• Keyboarding ability with accuracy at 45-50 words per minute.
• Must function well in a team-organized environment.

Other Duties

• This job description is not exhaustive and may change at any time with or without notice.