Executive Assistant / Office Manager at Confidential company

Opportunity

The company is looking to recruit an executive/personal assistant for senior management and office manager to be resident in its North America headquarters in South Carolina. The role is an opportunity for a motivated, self-starter to join a fast-growing and impressive organization, helping develop the business in the United States. The candidate should be an excellent team player.

Assistant Responsibilities:

• Provide executive administrative support and act as personal assistant to 2 senior leadership team members in the South Carolina office
• Provide efficient daily calendar management across multiple time zones and continents
• Prioritize multiple enquiries and requests while troubleshooting and diminishing scheduling conflicts; make judgement and recommendations to ensure smooth day- to- day engagements
• Respond to heavy volume of emails in a timely manner
• Coordinate heavy travel (international and domestic). Prepare full itineraries (travel, meetings, notes) and car transfers
• Manage confidential document production and file access
• Schedule on-site and off-site meetings, both internal and external
• Administer support for expense report review and reimbursement
• Work collaboratively with other admins across the firm
• Provide support to other members of the team in the North American office

Office Management Duties:

• Daily management of incoming mail, sorting post and distributing across the team where necessary.
• Arrangement of couriers and express shipments, managing the send out process and appropriate coding of costs to projects/departments.
• Liaise with building management (access, security, office cleaning, rent, fire safety, zoom, )
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Responsible for furniture and fixtures
• Responsible for connectivity and working knowledge of office tech equipment (copiers, printers, internet, cable, a/v)
• Document retention and in office storage
• Office supplies management
• Host all external and internal visitors – this includes collaborating with the team in creating agendas, timekeeping, greeting guests and providing food (if needed)
• Ensure technology in meetings runs smoothly for presentations, meeting recording, video conferencing, etc.

Qualifications & Desired Attributes:

• Bachelor’s degree; 5+ years of experience as an assistant
• Highly proficient in Microsoft Outlook and SharePoint with superior skills in Word, PowerPoint, Excel – ability to create presentations, create and revise documents and navigate databases
• Leadership skills – understand how to work a diverse set of teammates and develop trust-based relationships across the organization; must be a people person
• Ability to prioritize tasks with excellent attention to detail and accuracy, follow up with a sense of urgency
• Passion for solving complex problems and building scalable processes; strong analytical and problem-solving skills
• Project management skills – support complex change processes from start to finish
• Ability to develop strong working relationships; must possess interpersonal and collaboration skills with ability to communicate and influence across all business levels
• Motivated team player who can take on many roles and projects supporting a lean team located across multiple time zones and continents; ability to work independently, take initiative, and deliver results in a fast paced, entrepreneurial team environment with a focus on excellence
• Superior communication skills and ability to articulate views in a clear and succinct manner both written and verbal; understands how to create effective executive summaries