Office Manager/ Executive Assistant

SUMMARY

The Office Manager/Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Office Manager/Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Oversee daily work activities of the office, manage reception area, welcome visitors
• Provide clerical support including answering phones, sorting, and distributing mail, and preparing correspondence
• Supervise the maintenance of office areas and equipment
• Manage inventory and ordering of office supplies
• Work with vendors to ensure supplies, snacks, and beverages are stocked (if applicable)
• Manage conference room schedules
• Coordinate office layout planning and office moves (if applicable)
• Monitor project management and priorities for executive(s)
• Conserve executive’s time by researching matters, handling communications, collecting and analyzing information
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executive. Determine appropriate course of action, referral, or response
• Communicate and interact internally with all levels within the organization and partnerships across lines of business
• Manage phone calls and voicemail on behalf of executive and relay communication as appropriate
• Prepare correspondence on behalf of the executive(s)
• Arrange conference calls, schedule meetings, and perform related duties such as preparing materials, coordinating catering and A/V for various meetings
• Manage and maintain executive’s schedule, including making travel arrangements
• Process executive’s expenses through Expensify
• Assist with gathering and submitting executive’s notes into CRM tool
• Participate in special projects and assignments and other administrative duties as assigned

KNOWLEDGE, SKILLS, AND/OR ABILITIES:

• Ability to anticipate executive's needs/requirements, often managing different and conflicting objectives, projects or activities at once
• Ability to work in a fast-paced, demanding environment while managing multiple tasks
• Exceptional attention to detail and accuracy
• Ability to communicate effectively and efficiently in person, by phone and via email
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Able to maintain a high level of integrity and discretion in handling confidential information.

EDUCATION AND/OR EXPERIENCE REQUIRED

• Bachelor’s degree (Business or related field preferred)
• Minimum 2 years of Supporting a C-Level Executive experience
• Financial services industry experience preferred

SALARY

• 85,000- 95,000