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Executive Assistant and Office Manager in Memphis at Vaco

Date Posted: 7/23/2018

Job Snapshot

Job Description

Our Client is looking for an Executive Assistant/Office Manager that will report directly to the President. The provides executive support in a one-on-one working relationship. This person serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive. Will also serve as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. This person must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, 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. 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.

Responsibilities as Executive Assistant

  • Completes a broad variety of administrative tasks for the Executive; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the Executive's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive's time and office.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Executive's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive updated.
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive's ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Responsibilities as Office Manager

  • Answer busy multi-line phone system in a professional and pleasant manner
  • Maintain phone systems, messaging, holidays, program new employee phones
  • Greet and check in all office visitors and ensure they have a visitor badge when visiting
  • Create welcome screen for incoming guests and new employee hires
  • Maintain Company Outlook Calendar
  • Monitoring and ordering supplies and grocery shopping for facilities in a streamlined fashion.
  • Keep office clean and tidy, water plants, clean kitchen, order supplies.
  • Order food, setup and clean-up for all occasions or special events
  • Shipping, domestic and International for all sales and office personnel;
  • Log all incoming packages and maintain reports.
  • Maintain postage machine, check faxes hourly and send to staff accordingly
  • Send remote employees' mail out as requested
  • Responsible for employee badges, including assigning, maintaining, creating & replacing
  • Responsible for all corporate vehicles, handle requests, repair, gas, titles, registration & maintenance
  • Book and coordinate all travel; maintain business conference schedule;
  • Help organize and plan all company functions;
  • Send our birthday and anniversary cards monthly
  • Organize client and vendor lists for holidays and send out cards
  • Take care of all special requests from management
  • Assist Marketing with special events, planning and ordering
  • Order and maintain all business cards and send out as needed
  • Print, copy and bind as requested by all office staff
  • Plan for repairs, furniture, offices and maintaining office assets
  • Coordinate with IT department on computer maintenance
  • Empower better communication and teamwork throughout the office
  • Learn all areas of the company to become stronger support for all facilities and team members
  • Improve the position to flow more efficiently and accomplish workload.

Qualifications & Experience

  • Strong work tenure: five to ten years of experience supporting C-Level Executives
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power