Office Manager and Administrative Assistant

Description

• Oversees budget responsibility includes overseeing political donations and sponsorships. Tracks political donation/budget, and check requests.
• Ensures all incoming packages and mail are directed to appropriate individuals.
• Updates office furniture, wall coverings, and overall office appearance.
• Coordinates meetings, conferences, and other special events and tasks across department and/or division.
• Ensures office supplies, equipment, and kitchen items are sufficiently stocked, coffee, paper goods, etc. while maintaining overall management and inventory of items described.
• Oversees all office operations including purchasing, and customer relations.
• Manages conference calls and meetings, including the preparation and organization of meeting space and materials in advance. Orders food for business meetings (breakfast/lunch, etc.), as required.
• Assists with office moves and other various facilities related tasks if applicable.
• Troubleshoots equipment and act as a liaison for the office regarding IT related issues.
• Drafts and distributes correspondence, maintain files, and performs various special projects.
• Manages all front office HR-related tasks, including training, new employee on-boarding, and equipment set up.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
• Acts as office reception to all visitors and vendors as applicable.
• Ensures cleanliness and overall appearance of the office, including the kitchen, supply/printer, and storage room.
• Creates and updates division PowerPoint presentations.
• Tracks budget related to sponsorships and memberships, check requests, fill tables, collaborate with community and PR team, coordinate events, and functions
• Manages the coordination and arrangement of meetings and events, some with very high-level executives both inside and outside the company.
• Attends all required training related to the company and building management, in-service, and staff meetings.
• Partners with manager to ensure that all needs of the office are being met.
• Arranges domestic travel and prepares expense reports.

Requirements

• Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team.
• Excellent teamwork and interpersonal skills.
• Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
• Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
• Understands and complies with building management’s policies and procedures which include emergency evacuations, fire warden responsibilities, etc.
• Class A Commercial Drivers License (CDL) Valid Driver's License Required
• Demonstrated ability to work independently with limited direct supervision.
• 1-3 years work experience managing an office for the Office Manager role. Required and
• 1-3 years experience in people management. Required
• Demonstrates confidentiality as the administrative work for this role involves top level management contacts and exposure to highly sensitive information requiring considerable tact, diplomacy, and judgment.
• Strong time management and organizational skills with attention to detail.
• Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
• Requires a detail oriented, self-starter, who takes initiative, able to prioritize, work independently with limited direction and multi-task in busy environment.
• Understands and complies with company policies and procedures while performing the role outlined above.
• Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required. Concur is a strong plus.
• Communicates and responds effectively to verbal and written inquiries on behalf of leadership.
• Bachelor's Degree in Business Administration, Public Administration, or equivalent work experience Required or
• Ability to resolve problems independently and work with a high degree of autonomy and responsibility.
• Must demonstrate excellent written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance