Office Manager & Administrative Assistan

The Office Manager & Administrative Assistant will be responsible for office management (reception, stocking, day-to-day operations, etc.), supporting the assigned executive(s) and administrative support tasks (travel booking, credit card management, document management, etc.) as assigned.

• Monitoring office supplies and ordering new stationery, furniture, appliances, electronics, food and beverages as required.
• Receiving visitors and deliveries and managing the security and access cards of the office.
• Organizing maintenance companies to keep the office clean and safe.
• Day-to-day operations including, but not limited to, basic cleaning (pick-up trash, wash dishes, etc.), push in chairs, erase whiteboards, open/close blinds, turn TVs on/off, set up for meetings in advance, event coordination, answering and responding to calls/emails, etc.
• Keep executive(s) updated on happenings and reminders of events and schedules.

• Coordinate work and personal calendar. Including scheduling, rescheduling, making reservations, coordinating delivery/service, etc.
• Maintain up-to-date records of personal information for completion of applications or legal documents.
• Responsible for document scanning, reproduction, duplication, collation, binding, signature obtainment, and delivery of work products.
• Take notes, translating and summarizing meetings and calls.

• Preparation and delivery of meeting materials.
• Credit card reconciliation and management, including daily or month end tasks as assigned by Accounting.
• Travel booking for various departments of the group. Enforcement of policies.
• Assistance with expense reports, including review and policy reminders.
• Maintain accurate and organized timekeeping records.
• Other tasks as assigned by support departments (approved by executive), including Accounting, HR, legal, etc.

• 1-3+ years of related experience.
• Must be able lift and move 50 lbs.
• Bachelor’s degree focused on administration or a related field.

• Must be detail oriented, organized and can multitask.
• Must have excellent written and verbal communication skills (English required; Spanish a plus).
• Must have good judgment, be self-motivating and take initiative and be a team player.
• Must have excellent customer service skills and business etiquette.
• Must be able to handle sensitive data, remaining confidentiality when required.
• Ability to be a self-starter in low periods of business cycle activity, take initiative to find useful endeavors that serve the office and executive(s) well.
• Punctual attendance and response time to executive(s) messages.