What are the responsibilities and job description for the Office Manager/Executive Assistant position at Orsman Design, Inc.?
Please provide resume with cover letter as to why you feel this role would be a good fit for your background.
The Company:
Orsman Design, Inc. [ODI] is an award-winning design firm for interior and landscape lighting. With offices in Southampton, Manhattan, and Miami, ODI serves clients throughout the United States and internationally.
Role:
A unique opportunity for an experienced professional to have a dual role as an Office Manager for the New York City, Southampton and Miami offices and to provide Executive Assistant responsibilities for a Partner of the Firm who is constantly traveling. As the Office Manager, you will play a critical role in ensuring the smooth and efficient operations for the New York City office, ensuring that the office is fully operational for all team members as well as for visiting clients. As an Executive Assistant, you will provide high-level administrative support, acting as a key liaison between the Partner, staff members and the Firm’s clients. Your responsibilities will include managing complex calendars, coordinating meetings and travel arrangements, and handling sensitive and confidential information with discretion.
A successful candidate will possess exceptional organizational skills, a proactive mindset, and the ability to prioritize and multitask, essential for maintaining the dynamic workflow of the office. Proficiency with Microsoft Office Suite and Google Suite, along with familiarity with the design industry, will enable you to support the Partner effectively. This role requires keen attention to detail, strong written and verbal communication skills, and the ability to adapt to changing priorities and demands. You will be a vital contributor to the Firm's success, providing strategic support that allows all members of the Firm to focus on creative and business development endeavors. If you are a resourceful, dedicated, and highly professional individual with a passion for excellence, this is the perfect opportunity for you to thrive in a fast-paced, innovative environment.
Role and Responsibilities:
Scheduling and Communications
o Managing Partner’s daily calendar, including internal and external meetings, site visits, and other appointments
o Managing Partner’s travel, including booking through travel agent or directly
o Writing correspondence on behalf of the Partner, including taking dictation over the phone
o Tracking and organizing tasks and other open items as they arise
o Triaging and prioritizing needs from the rest of the staff, particularly from Project Managers - delegating to other appropriate internal employees
Office Management
o Overseeing general office operations, including office supplies, equipment, and facilities management
o Coordinating and scheduling office maintenance and repairs as needed
o Assisting in the organization of Company events, meetings and conferences
o Ensuring studio is always ready for client visits/meetings
Qualifications and Experience Requirements:
- 2 years of previous experience as an Office Manager in addition to experience supporting senior management
- Demonstrated ability to exercise sound judgment in diverse situations with exceptional written and verbal communication skills
- Exceptional organizational skills with the ability to multitask and prioritize tasks
- Practice discretion and confidentiality when handling sensitive information
- Possess a proactive mindset and the ability to act with a sense of urgency
- Exhibit strong attention to detail and accuracy
- Display flexibility and adaptability to changing priorities and demands, readily adjusting schedules and tasks as needed
- Proficiency with Microsoft office suite - Word, Excel, Outlook
- Proficiency and agility in computer skills, including Google suite (Docs, Sheets, Slides, Forms), database management, and online collaboration tools
Additional Information:
- Ability to work from the NYC office 5 days a week (Summer Fridays between Memorial Day and Labor Day are remote half days)
- Salary will be based on experience and skills
Resumes can be sent to Careers@orsmandesign.com
Job Type: Full-time
Pay: $68,000.00 - $75,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
Experience:
- Microsoft Excel: 1 year (Required)
- Office management: 1 year (Required)
- Microsoft Outlook: 1 year (Required)
- Microsoft Office: 1 year (Required)
Work Location: In person
Salary : $68,000 - $75,000
