3-month contract to start, possible extension or permanent.
Only USC/GC can apply
Job Overview:
We are seeking a dynamic and highly organized Office Manager/Executive Assistant to support our executive team and oversee daily office operations. This dual-role position requires a detail-oriented individual with strong organizational skills and the ability to handle multiple tasks efficiently. The ideal candidate will be proactive, capable of maintaining confidentiality, and have excellent communication skills.
Key Responsibilities:
Office Management:
Office Administration: Oversee and manage daily office operations, including maintaining office supplies, equipment, and facilities.
Implement and manage office policies and procedures to ensure smooth and efficient operations.
Coordinate and supervise office maintenance and repairs, ensuring a safe and productive work environment.
Financial Management: Handle office budgeting and expense tracking, including processing invoices and purchase orders.
Prepare financial reports and summaries as needed for management review.
Human Resources: Assist in onboarding and training new employees, including setting up workstations and orientation.
Maintain employee records and handle HR-related documentation.
Coordinate staff meetings, team-building events, and other office functions.
Executive Assistance:
Administrative Support: Provide comprehensive administrative support to executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
Prepare and edit correspondence, reports, and presentations as needed.
Handle confidential information with discretion and professionalism.
Communication Management: Serve as a liaison between executives and internal/external stakeholders, including clients, vendors, and partners.
Screen and prioritize incoming communications, including phone calls, emails, and other correspondence.
Project Coordination: Assist with special projects and initiatives, including research, data collection, and reporting.
Coordinate and follow up on action items from executive meetings and ensure timely completion.
Event Planning: Organize and coordinate executive meetings, conferences, and company events.
Manage logistics, including venue arrangements, catering, and attendee communication.
Qualifications: Education: Bachelor's degree in Business Administration, Management, or a related field preferred
Experience: 5+ years of experience in office support or related functions. May consider a sharp, driven New College Graduate (NCG) with a degree in Human Resources, Communications, or Business.
Previously worked in a Semiconductor environment plus
Skills: Strong organizational and multitasking abilities.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
Excellent written and verbal communication skills.
Ability to handle sensitive information with discretion.
Strong problem-solving skills and attention to detail
Personal Attributes: Proactive and self-motivated with a strong sense of urgency.
Friendly and professional demeanor with a customer-service-oriented approach.
Flexible and adaptable to changing priorities and demands.