Assistant Manager of Administration from System One

Position: Assistant Manager of Administration
Status: Full-time/Exempt (Expectation to work a minimum of 40 hours per week)
Schedule: 8:30 AM - 5:30 PM (1-hour Lunch Break; Expectation to back up team as needed as a manager)
Hybrid: 1 WFH Day After 3-Month Introductory Period
Salary Range: $68,000 - $76,000

Position Summary:
We are seeking an outgoing, detail-oriented, and proactive Assistant Manager of Administration to support the Department Manager in overseeing and coordinating the activities of the administrative support staff. This position plays a key role in managing administrative functions, including receptionist duties, administrative support, and facilities management. The Assistant Manager will work closely with various departments and managers to ensure operational efficiency and contribute to the overall success of the organization.

Responsibilities:

• Manage the creation of spreadsheets, logs, and records to track, report, and analyze data.
• Develop project schedules and timelines, ensuring deadlines are met and resources are allocated efficiently.
• Collaborate with the Marketing team to assemble client proposal templates and assist with client proposal preparations.
• Enter data into relevant systems, ensuring accuracy, and audit records as needed.
• Coordinate the acquisition and distribution of Certificates of Insurance according to client requirements.
• Maintain both electronic and physical departmental files, documents, and communications.
• Lead and contribute to project-based initiatives, ensuring tasks are completed in a timely manner.
• Supervise the administrative support staff, including training new hires, conducting performance reviews, and delegating tasks.
• Oversee the planning, ordering, and reconciliation of deliveries and purchase orders.
• Coordinate internal and external meetings, events, and seminars, handling logistics and tracking attendance.
• Respond to and follow up on communication requests, ensuring timely and effective communication both internally and externally.
• Draft internal and external communications, including letters, reports, emails, and announcements.
• Collaborate across departments to ensure seamless execution of administrative tasks and provide ongoing support to staff.

Qualifications:

• Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.
• Excellent communication and interpersonal skills, with the ability to work well in a fast-paced, team-oriented environment.
• Bachelor’s degree in business or a related field preferred, with a minimum of five years of relevant experience.
• Ability to read and comprehend instructions, correspondence, and memos; ability to write clear and concise communication.
• Proficient in Microsoft Office Suite, Outlook, and PDF programs; ability to quickly adapt to new systems and technology.
• Basic math skills for calculations such as percentages, discounts, and figures related to contracts and proposals.