We're hiring an Office Manager & Executive Assistant to the CEO at Convivial Brands! If you're extremely organized, detail-oriented, customer service focused, passionate about serving others, and you thrive in a fast-paced, dynamic environment with constantly evolving priorities, then this could be a great opportunity for you. You will need to be highly self-motivated, be willing to take the initiative, and maintain discretion and confidence.
THE POSITION:
Duties as Assistant to the CVO:
- Provides administrative support in a highly organized fashion to the Chief Vision Officer (CVO). This includes the organization of all electronic and paper documents, calendar (personal and professional), meeting notes/agendas, and the overall presentation of the CVO’s office and EA’s cubical space. The EA is the first point of contact for phone calls and visitors for the CVO.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the CVO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Plan, coordinate and ensure the CVO’s schedule is followed and respected. Provide gatekeeper and gateway role, creating win-win situations for direct access to the CVO’s time and office.
- Manage, plan, and organize the CVO’s calendar including creating and delivering presentations, meeting agendas and any supporting materials ensuring that the CVO and attendees are prepared for the upcoming meeting.
- Work closely and effectively with the CVO 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 CVO updated.
- Enhances the CVO’s reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to contribute to job accomplishments.
- Anticipates the CVO’s needs and strategically brings together appropriate people and resources to support the CVO 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 CVO'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.
Duties as Office Manager:
- 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.
- Reconciles corporate credit card receipts against transactions to ensures expenses are appropriate, and codes 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.
What's in it for you?
This is a great opportunity to facilitate Convivial Brands' growth through supporting the CVO and other executive leaders, and because this is a growing company, there will be opportunities to challenge yourself and opportunities for growth and development.
We also offer competitive pay and benefits! We have 8 company-paid holidays, a generous Paid Time Off Bank (PTO), and our benefits are robust and affordable. Full-time employees currently get company-paid life insurance (1 timesThis your annual salary) and company-paid short-term and long-term disability. We also offer extras like legal coverage, identitiy protection, and pet insurance! And let's not forget the employee discounts that we offer on each of our brands' products/services - Design Design, Style Life, Verdant Graphics, Tableau, and The High Five Grand Rapids.
Who We Are:
At Convivial Brands, everything we do revolves around Making Life Better - which includes creating opportunities, products, and a culture that strives to do just that. The physical products we make help people celebrate and enhance life, sometimes in small, quaint ways, and other times in big statements. From celebrating a wedding to giving a small gift of appreciation, each brand produces an end product that intends to make life friendly, lively, and jovial - ergo making life Convivial. This is achieved through operating within our Core Values of being trustworthy, pursuing excellence, and exemplifying a team first mindset. Those three values are what guides our day-to-day operations and ensures we are moving in the right direction the right way. As our brands continue to expand and grow, we're looking to add new team members who can not just maintain our culture, but can add value and help us continually improve. Our goal is to transform work from an obligation to passion!
