An Executive Assistant/Office Manager provides administrative and organizational support to Owner and Senior executives, handling a wide range of tasks including scheduling, communication management, travel arrangements, and office operations. Manages sensitive information and represents the Principal/Owner in certain situations. Responsible for the smooth and efficient day-to-day operations of an office, ensuring it runs smoothly and efficiently. They manage administrative tasks, oversee staff, and handle various operational functions to maintain a positive, professional and productive work environment. What you will be doing

• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment; perform minor service duties and arranges for routine and necessary maintenance as needed
• Operates office equipment efficiently to include: multi-line telephone system, fax machine, photocopy machine, postage meter, calculator, computer/printer
• Maintains supplies inventory by checking stock to determine inventory level .Placing and expediting orders for supplies
• Maintains professional and technical knowledge by attending educational workshops
• Coordinates Lunch & Learn
• Scheduling all appointments accurately on calendar .Consistently remind Owner of daily calendar to ensure all appointments are met timely and manages calendar
• Communicates and interacts with clients, vendors, staff in a professional manner
• Handles sensitive information with confidentiality
• Coordinates and monitors office operations on daily basis
• Monitors office procedures and resolves problems through collaboration with pertinent contacts, and discusses resolution with senior management.
• Works with management to resolve operational problems related to customer service and accounting procedures and computer systems.
• Coordinates travel and accommodation arrangements via telephone
• Troubleshoots and resolves all computer problems with vendor
• Welcomes visitors by greeting them, in person or on the telephone and respond to all inquiries by directing them to proper area
• Maintains current employee and department directory.
• Maintains telecommunication system
• Maintains safe and clean reception area
• Answers telephones and directs the caller to the appropriate person. .Will transfer a caller to person's voice mailbox when unavailable. .Takes and retrieves complete messages and documents proper information of caller; .Wears headset when leaving desk and utilizes internal system to its fullest potential
• Receives, sorts, date stamps incoming mail
• Coordinates the pick-up and delivery of express mail services
• Assists in clerical duties such as photocopying, faxing, filing and collating
• Keeps all correspondence filed in its proper location at all times
• Keep outlook contacts up to date as new client information is received or existing client information is changed .Meeting minutes responsibilities
• Opens/unlocks and closes/locks office securely at beginning and end of each business day Provides owner with daily schedule and provide owner ample notice of all meetings throughout day
• Meet with owner daily to review outstanding items What you will need
• Excellent telephone skills and verbal communication and listening skills
• Professionalism
• Team player -Customer focused
• Highly organized Can do multitasking
• Supply management
• Oral Communication Skills
• Written Communication Skills
• Interpersonal Skills
• Reading Skills .Customer Relations Diplomacy
• Math Aptitude
• Time Management High School Diploma or Equivalent. 1-4+ years Prior experience in office management What's in it for you? .Excellent benefits and pay .Health insurance and comprehensive additional benefits .Professional workplace up to 65k #NYB123
• #NYB123

Job Type:

Full-time Pay:

$55,000.00 - $65,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Paid time off

Work Location:

In person