Executive Assistant/Office Manager As a key member of the organization's team, the Executive Assistant /Office Manager provides high-level administrative support to the President/CEO and to the Board, and ensures the smooth functioning of the organization's brick and mortar and virtual office operations. Reporting to the CEO, the Executive Assistant serves a critical role in coordinating and managing the executive schedule and outreach, meeting arrangements, documentation, and projects. The role also provides important office management oversight, ensuring smooth office operations, management of office supply inventory, and serving as the front-line contact for office vendors. This position requires the Executive Assistant to perform advanced administrative duties with exposure to sensitive information necessitating tact, diplomacy, discretion, and sound judgment.

Responsibilities:

Supporting the CEO

• Manage communication between the CEO and other organization executives, employees, and a wide range of external stakeholders and partners
• Coordinate complex professional scheduling and extensive calendar management for the CEO
• Precisely and strategically execute a variety of tasks in a timely manner with high attention to detail, organization, and process
• Prepare CEO monthly expense reports
• Manage routine and special projects for the CEO that may involve basic research and/or analyses
• Screen incoming requests for the CEO; respond to requests by gathering and providing information and referring to the appropriate staff
• Assist in preparing and managing presentations
• May attend executive meetings with CEO, as requested
• Coordinate three annual Board of Trustee meetings, including securing an adequate venue and meeting space, reviewing and executing venue contract, accommodations, meals, AV, and reimbursements
• Assist with preparation and distribution of Board meeting materials; take Board meeting minutes; provide administrative support to Board members
• Coordinate and plan in concert with the Programming Committee, up to three organization Homecoming events, that include securing housing, assigning meeting space, meals, and preparing a schedule of events
• Uphold a strict level of confidentiality and maintain a high level of professionalismOffice Management
• Oversee the front desk, mailroom, office supplies and equipment, invoice processing, and other responsibilities
• Ensure the day-to-day activities of the office function smoothly by serving as the main point of contact for office operations
• Manage office G&A budget
• Support facilities management by serving as front-line internal liaison with the property management company regarding the organization's building and office maintenance to ensure fulfillment of the contractual terms and conditions
• As required, manage contract and price negotiations with office vendors and other service providers
• Play an active role in helping plan in-house or off-site activities (e.g., parties, celebrations, and all-staff meetings)
• Serve as a key point of contact for "in-office" days to support collaboration spaces, and manage COVID protocols in partnership with HR and the Front Office Administrator to align with the Future of Work strategy
• Participate, with due preparation, in meetings (regular or ad hoc) needed to further the organization's products, projects and priorities
• File all work-related expenses according to the organization's policy and established deadlines

Qualifications:

• Must have a minimum of 5+ years of experience in an Executive Assistant or equivalent role as an Office Manager supporting C-level staff
• Bachelor's degree preferred
• Excellent client service and people skills - comfortable interacting with staff at all levels and representing the CEO and the organization clearly, firmly and diplomatically, when needed
• Experience managing an expense budget
• Excellent supervisory skills, including the ability to assess and coach staff and to prioritize and evolve their responsibilities to reflect the needs of the organization
• Excellent oral, written, and interpersonal skills with the ability to build positive working relationships with internal and external stakeholders at all levels
• Ability to work independently and collaboratively within a fast-paced environment
• Superior organizational and time management skills with the demonstrated ability to multi-task, successfully prioritize, and meet deadlines
• High level of initiative, critical thinking, attention to detail, sound judgment and problem-solving skills
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills, and experiences of its candidate network.

FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business needs.