Office Manager

Office Manager

Irvine, CA

3-6 months

Job Summary:

The Office Manager is responsible for the day-to-day administrative and operational support of the office. This is a high-visibility role that requires daily interactions supporting our Executives and Sr. Leaders. This individual will often serve at the first point of contact for candidates, vendors and other key visitors to our corporate offices. This role requires a highly organized and proactive individual with excellent communication, interpersonal, problem-solving skills and with a welcoming demeanor.

Job Expectations:

• Reception and front desk duties (greeting visitors, answering phones, managing mail/deliveries)
• Maintaining office equipment (printers, copiers, fax machines and digital displays)
• Managing office calendars and schedules coordinating meetings and appointments for team members. This task requires meticulous attention to detail to avoid scheduling conflicts and ensure that all logistics are handled smoothly.
• Ensuring that the office is well-stocked with necessary supplies, from stationery to pantry items (regularly replenish the refrigerator inventory). This involves keeping track of inventory, placing orders, and managing relationships with suppliers.
• Prepare for and support successful meetings (both internal and with external parties) by ensuring space if properly booked/reserved and necessary supplies and support services are available, including catering, stationary, IT, etc.
• Communication and coordination: effectively sharing information internally to keep employees informed and aligned with company goals, while also managing external communication with clients, suppliers.
• Assist the Chief of Staff in preparing for larger scale meetings and functions such as: Board meetings, Director meetings, Executive Staff meetings, Town Halls, etc.
• Act as the central point of contact and oversee the maintenance of office facilities, ensuring everything is in good working condition. This includes coordinating repairs, managing janitorial services, and ensuring the workplace is safe and comfortable for all employees.
• Maintain a clean and presentable office space.
• Provide administrative support to team members as needed.
• Greet guest and team members with a warm and welcoming demeanor, embodying core values of integrity, humility, excellence and respect.

Required:

• Strong organizational abilities
• Excellent communication
• Attention to detail
• Adaptability
• Technological proficiency
• High degree of accuracy and attention to detail
• Excellent organization skills and ability to multi-task

Equipment Knowledge:

• Experience with Microsoft Office Suite (Word, Excel, PowerPoint)
• Experience with Google Business Suite (Gmail, Drive, Docs, Sheets, Forms) preferred

Experience Requirements:

• Generally requires a minimum of 10 years of relevant experience is necessary for this position

Education Requirements:

• Bachelor’s Degree in Business or related field preferred, or a combination of education and equivalent work experience