Office Manager/Executive Administrative Assistant
Responsibilities: Overall responsibility for CEO administrative support and management of office facilities, including:
• Perform executive assistant tasks for CEO including scheduling meetings, maintaining his calendar, preparing correspondence, completing expense reports, arranging all travel, and other tasks as needed.
• Some after hours or weekend work may be required for CEO support.
• Perform limited executive assistant support for other senior vice presidents.
• Order and stock office snacks, beverages, kitchen and office supplies. Ensure needed supplies are always on hand. Arrange for in-house business lunches upon request.
• Check coffee status in morning and after lunch and make more if needed.
• Ensure kitchen, lunchroom, copier area, alcove and lobby remain clean and neat.
• Assist all employees with non-inventory related mailing and shipping.
• Deliver and pick up mail from mailroom and distribute. Monitor incoming efaxes and forward to appropriate employee.
• Greet visitors and answer main phone line.
• Act as main liaison with property management group for all issues, including reporting and following-up on repair requests and obtaining employee badges, and with other third party vendors (janitorial, air conditioning repair, etc.).
• Assist in recruiting with job postings, initial response screening, interview scheduling and candidate tracking.
• Assist Finance department with correspondence and regulatory paperwork as required.
• Presence in SST HQ Monday through Friday from 8am to 5pm. No telecommuting.
• Minimum 3 years experience supporting C-level executives.
• Proficient in in Microsoft Office (Outlook, Word, and Excel) and PowerPoint guru
• Self-starter, goal-oriented, able to work well and make decisions on their own
• Requires flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Sensitivity to confidential matters may be required.