Office Manager / EA

What’s it all about?

The Office Manager / EA will be the person that helps the office and team run smoothly and provides nearly invisible support to the CEO and the Senior Leadership team, acting with little supervision, anticipating needs while managing the day-to-day workflow and prioritising various projects.

Responsibilities Include

• Day-to-day management of the office (e.g. liaising and negotiating with office suppliers, ordering office supplies, organizing office passes, dealing with post and any ad hoc employee requests)
• Working with key stakeholders to ensure the office environment reflects the culture of the business through design
• Use discretion, confidentiality, and good judgment perticularly regarding decisions directly impacting the global operations of the company
• Prepare presentations, decks, agendas, reports and other documents for board meetings, internal communications and organisations that the executive are involved with
• Represent the company and the Executive in a positive light through great follow-through skills and sound judgment
• Organise complex calendars and schedules, resolving any scheduling issues
• Be responsive to emails/texts/phone calls, with contact outside normal business hours
• Arrange travel and accommodations for executives
• Prepare expense reports
• Complete ad hoc projects as assigned – such as personal events and/or family need

Skills and Experience

• 5+ years of related experience required working as an executive assistant role supporting c-level executives
• Ability to communicate effectively and professionally
• Strong time-management skills and the ability to organise and coordinate multiple projects at once
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, Teams, and PowerPoint), with aptitude to learn new software and systems
• Ability to communicate effectively and professionally

Attributes

• Strong business sense and can decipher priorities and make sound judgment calls when needed
• Commitment to excellence – perform duties at the highest level possible on a consistent basis
• Excellent communicator – able to interact with people of all levels in a confident, professional manner
• Demonstrate ability and temperament to work with sensitive information
• Team player – have team-oriented experience and approach
• Service focus – dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties
• Ability to think outside of the box with a sense of urgency