Executive Assistant/Office Manager (Hybrid) - Effective School Solutions

Overview: Effective School Solutions, a rapidly expanding organization revolutionizing mental health care delivery in schools across multiple states, seeks an Executive Assistant/Office Manager to our team. In this position, you will provide comprehensive administrative support to our executive team and various departments, ensuring seamless operations.

As an integral member of our team, you will be responsible for managing calendars, scheduling meetings, coordinating travel arrangements, preparing expense reports, receiving visitors, setting up meeting space for onsite and offsite meetings, and handling confidential information with discretion. Your ability to thrive in a fast-paced environment, prioritize tasks effectively, and manage multiple requests from different individuals and departments will be essential.

The ideal candidate will possess excellent organizational skills, attention to detail, and a proactive approach to problem-solving. You should be self-motivated, able to work independently, and comfortable collaborating with colleagues at all levels of the organization. If you are a highly organized and motivated individual with a passion for supporting executive leadership and driving operational efficiency, we encourage you to apply and join our team at Effective School Solutions.

Responsibilities:

Office Management:

• Coordinate and organize holiday celebrations, company events, and other cultural initiatives to foster a positive and inclusive company culture.
• Communicate and coordinate with building management promptly when issues arise.
• Troubleshoot equipment issues and/or call for assistance as needed (printer/fax/etc.)
• Coordinate pick up of paper shredding bin with vendor.
• Manage inventory of supply closest, snacks, kitchen supplies and place orders as needed.
• Manage in-office events and meetings to include headcount, catering orders, booking of conference rooms and ensure technical capabilities are ready for virtual conferences and presentations.
• Sort and distribute mail and packages. Coordinate pick-up and delivery with Fed-Ex.
• Keep common areas clean and neat.
• Support preparation and coding of Company American Express Account.

Executive Assistant Support:

• Manages day-to-day office operations by providing direct administrative/project support to the Chief Executive Officer and other executives/senior leaders.
• Appropriately prompts and preps executives for upcoming important tasks, meetings, and deadlines within their schedules (daily, weekly, and long-term).
• Anticipates obstacles and quickly responds to constant changes, such as deadlines, conflicts, and travel/schedule updates.
• Manages and maintains daily and long-term calendars for C-suite for internal and external meetings, calls, activities, special events, vacations, travel, and other notable events.
• Manages C-suite travel itineraries, including air travel, ground transportation, lodging, meals, meeting reservations, and other related booking of activities.
• Manages, audits, and submits expense reports for the C-suite, reconciling corporate credit card bills and out-of-pocket expenses with receipts and providing details to the accounting team.

Competencies:

• Proficiency in Microsoft Office 365, with advanced skills in Excel, Word, PowerPoint, and Outlook Calendar.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy in document preparation.
• Ability to interact effectively with all levels of management.
• Exceptional customer service and a positive attitude.
• Ethical practice and ability to maintain confidentiality.
• Independent judgment and critical thinking skills.
• Strong organizational skills and ability to prioritize tasks effectively.
• Comfortable working independently and within a team environment. 

Requirements:

• Bachelor's or Associate degree preferred; high school diploma or equivalent required.
• At least 2 years of hands-on executive administrative office support in a corporate environment.
• Advanced computer skills, including proficiency in Word, Excel, and PowerPoint.
• Experience with electronic document management systems and expense management systems preferred.

Application Instructions: To apply, please submit your resume and a cover letter outlining your relevant experience and qualifications for this position. We look forward to reviewing your application and considering you for this exciting opportunity to join our dynamic team at Effective School Solutions.

Effective School Solutions is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills and experiences within our workforce.