Overview

Extensive administrative support to cover, but not limited to, travel arrangements (flights, hotels), expense reports, and other support duties as requested by leadership team. Serve as office receptionist for visitors.

Responsibilities:

  • Greeting and directing visitors to the appropriate parties/meetings
  • Provide administrative support to multiple senior executives
  • Coordinate /Manage busy calendars, schedule meetings, and maintain agendas for CEO & CCO
  • Expense management for CEO & CCO
  • Make travel arrangements
  • Manage calendar entry including all milestones (global cultural events, supply, marketing, sales, compliance, payroll dates, holidays, expense submission dates, training, team birthdays and work anniversaries etc.…)
  • Package/Mail delivery management; Receive and distribute daily mail/deliveries/couriers. Manage outgoing packages as needed.
  • Develop and execute office opening and closing checklists
  • Manage office inventory and ensure day-to-day operations run smoothly; ensuring that the office is well-maintained, organized, and secure
  • Overall office logistics lead
  • Field and route calls and inquiries to appropriate party with discretion
  • Manage and update company website and online databases
  • Prepare and submit company invoices
  • Maintain a tidy office by ensuring that the kitchen area is clean (clean refrigerators/bar areas regularly, ensure that coffee supplies are adequate, etc.). Manage third party cleaning service.
  • Field general questions, inquiries, and requests from the team
  • Management of social media planning/calendar mapping
  • Partner with team on all PR activity with 3rd party agency
  • Community outreach and introductions on behalf of brand
  • Tracking/leading all gifting
  • Lead on database management
  • Lead on weekly team calls starting next week
  • Presentation Prep – Help create presentations and general prep/formatting of presentations
  • Coordinate and execute company-wide events, functions, and promotional materials
  • Key members of event production team
  • Influencer outreach
  • Additional tasks and projects as needed

Requirements of the EA/Office Manager:

  • This role is NOT remote
  • 5+ administrative office experience
  • Have a solid understanding of Windows Suite, i.e., Outlook (calendars, invites), PowerPoint, Excel, Expensify, general overall comfortability with IT and general office, i.e., copying and distribution, prep/mailings/shipping/FedEx and meeting coordination.
  • Excellent verbal and written communication skills; clear, polite phone voice
  • Must be polished and poised in demeanor and casual business attire
  • Highly organized and detail-oriented
  • Have experience working with multiple executives, have the ability to prioritize, possess a sense of urgency, and be proactive and resourceful, possess high professional standards, focus, and team dedication.
  • Strong ability to work independently with little direction
  • Excellent time management skills
  • Collaborative, positive attitude with eagerness to learn and assist where needed
  • Possess a solid, flexible workability, exhibit a positive problem-solving attitude and no ego, with a sense of team and desire to function well in a fast-paced work environment critical to brand’s success
  • This is a salaried position, and the critical nature of this job may require extended hours, evenings, and weekends.
  • Must be able to lift 25 lbs

Tracking

To Apply: https://www.jobg8.com/Traffic.aspx?ClHc5OEqhJNLjEYyxxrVEQh