We are a fast-growing software company that specializes in developing automated communication and marketing solutions using data science for any size business-to-consumer company. Our cutting-edge software products have gained recognition in the industry, and we are constantly striving to push the boundaries of technology. As we expand our operations, we are seeking a highly organized and versatile individual to join our team as an Executive Assistant and Office Manager.
Role Overview:
The Executive Assistant and Office Manager will play a crucial role in supporting the executive team and ensuring the smooth functioning of our office operations. This is a dynamic position that requires a proactive and detail-oriented individual with exceptional communication and organizational skills. The successful candidate will be responsible for managing executive calendars, coordinating meetings, handling administrative tasks, and overseeing general office operations.
Responsibilities:
1. Executive Support: • Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements. • Provide general support to the executive team, including email management, phone screening, and handling correspondence. • Prepare and coordinate meeting materials, agendas, and follow-up actions as necessary. • Handle sensitive and confidential information with utmost professionalism and discretion.
2. Administrative Support: • Maintain and update databases, records, and filing systems. • Assist in preparing and processing expense reports, purchase orders, and invoices. • Assist with document preparation, editing, and proofreading as needed. • Coordinate office supplies and equipment, ensuring availability and maintenance.
3. Office Management: • Oversee day-to-day office operations, including managing reception duties, greeting visitors, and handling inquiries. • Coordinate and organize office events, meetings, and conferences. • Maintain office cleanliness, orderliness, and functionality. • Collaborate with vendors, service providers, and building management to ensure smooth operations. • Purchasing and managing supplies of food, drink and utensils in the office, within budgets • Implement and maintain office policies, procedures, and systems.
4. Team Collaboration: • Foster a positive and productive work environment by promoting effective communication and collaboration among team members. • Coordinate team activities, including team meetings, team-building initiatives and company parties. • Assist in onboarding new employees, including setting up workstations and providing necessary resources. • Support cross-functional projects and initiatives as assigned.
Qualifications: • Excellent organizational and time management skills, with the ability to multitask and prioritize effectively. • Strong attention to detail and problem-solving abilities. • Exceptional verbal and written communication skills. • Proficient in using productivity tools such as Microsoft Office suite, calendar management software, and collaboration platforms. • Discretion and confidentiality in handling sensitive information. • Strong interpersonal skills and the ability to work effectively with individuals at all levels. • Ability to adapt to a fast-paced and evolving environment. • Proven experience as an executive assistant or office manager, preferably in the software industry, is preferred but not required.
Join our team and contribute to our mission to close the data gap and use data to create better relationships with customers. As the Executive Assistant and Office Manager, you will be an integral part of our success, ensuring smooth operations and supporting our executive team. If you are an organized, proactive, and versatile professional looking for an exciting opportunity, we would love to hear from you.