The Office Manager/Executive Assistant is highly organized and passionate about supporting the President and other Senior Executives. He/She demonstrates exceptional attention to detail and a keen ability to thrive in a fast-paced and dynamic environment with constantly evolving priorities. This person is highly self-motivated and exercise exceptional judgement and discretion in a variety of high-pressure situations.
Principal Duties and Responsibilities:
CEO/President Assistant Duties
- Provides administrative support in a highly organized fashion to the President. This includes the organization of all electronic and paper documents, calendar (personal and professional), meeting notes/agendas, and the overall presentation of the President’s office and EA’s cubical space. The EA is the first point of contact for phone calls and visitors for the President.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Plan, coordinate and ensure the President’s schedule is followed and respected. Provide gatekeeper and gateway role, creating win-win situations for direct access to the President’s time and office.
- Manage, plan, and organize the President’s calendar including creating and delivering presentations, meeting agendas and any supporting materials ensuring that the President and attendees are prepared for the upcoming meeting.
- Work closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
- Enhances the President’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to contribute to job accomplishments.
- Anticipates the President’s needs and strategically brings together appropriate people and resources to support the President in addressing these issues.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Perform routine reporting functions in Excel including organizing and presenting data in a clear and concise manner.
- Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, emails and other tasks that facilitate the President’s ability to effectively lead the company.
- Meeting and event coordination, including conducts polls for availability, reserves meeting rooms, arranges for catering and equipment needs, prepares and distributes agenda and meeting materials, takes minutes/notes, and coordinates action items.
- Completes critical aspects of routine tasks and special assignments by establishing objectives; setting priorities; managing time; gaining collaboration of others; monitoring progress; problem solving; making adjustments to plans.
Office Management:
- Seamlessly juggle the many responsibilities of making an office run which includes assisting with conference room scheduling, ordering office/kitchen supplies, keeping the office organized, sorting and distributing incoming mail, and processing outgoing mail and packages. Become proficient in all internal systems and processes.
- Make business travel arrangements, develop travel itineraries and agendas; book transportation; arrange lodging and meeting accommodations and prepare expense reports.
- Coordinates on boarding of new employees, including electronics, office set up, business cards, and schedules introductory meetings.
- Exercise’s initiative, independent judgment and discretion in screening all incoming calls, greets and escorts visitors, and corresponds to written and oral requests for information.
- Reconcile corporate credit card receipts against transactions to ensure expenses are appropriate, and code them to the correct general ledger account for posting by the Finance Team.
Facilities Management: Become main point of contact for all building-related service providers, including (but not limited to: HVAC, janitorial, plumbing, electric, and landscaping partners.
Event Organization: Manage logistics for all staff meetings and internal events on an ongoing basis, including ordering food, coordinating set up, etc.
- All other duties as assigned by direct Supervisor.
Convivial Brands Expectations of all Employees:
- Adheres to all Convivial Brands Policies and Procedures.
- Conducts self in a manner consistent with Convivial Brands’ Core Values at all times.
- Maintains a positive and respectful attitude with all contacts.
- Consistently reports to work on time and prepared to perform the duties of the position.
- Meets productivity standards and performs duties as workload necessitates.
- Maintains the privacy of all company proprietary information.
- Treat visitors, vendors, customers, and team members with respect and dignity.
- Able to safely perform the essential functions of the job with or without reasonable accommodation.