Office Manager / Executive Assistant - Accurate Placement

TITLE:   Office Manager / Executive Assistant - Direct hire position for a design company located in Tempe, AZ.  
 
 JOB SUMMARY:   Primary duties are office operations management and providing administrative support to the company President.
 
 Type:   Direct Hire
 Location:  Tempe, AZ
 Hours:   We have 2 options for working schedule (one hour lunch):
      * Monday through Friday 8am-5pm
      * Monday through Thursday 7:30am-5:30pm or 8am-6pm and half day Friday 8am-12pm
 Start Date:  Upon passing background check
 Pay:   $70K to $80K
 Benefits: Medical, Dental, Vision, Long & Short Term Disability, Life Insurance, 401k with 4% company match. Vacation, Sick, and holiday pay.
 
 RESPONSIBILITIES

Duties for President:

• Maintain and manage the President's calendar.
• Schedule meetings, appointments, annual reviews, job interviews, and events.
• Prioritize and coordinate commitments to optimize the President's workload effectively.
• Anticipate and proactively address potential scheduling conflicts or issues.
• Attend meetings with the President, taking accurate minutes and distributing summaries and action items. 
• Follow up on action items to ensure timely completion.
• Coordinate travel arrangements, including booking flights, accommodations, transportation, and creating detailed itineraries for President. 
• Ensure President has all necessary documentation and resources for trips.
• Assist in coordinating and managing special projects as assigned by the President. 
• Be prepared to handle urgent matters and crises, providing support and assistance as needed.
• Ensure President has all necessary documentation and resources for trips.
• Maintain and organize important documents, reports, and files, both in physical and digital formats.
• Assist in project coordination, tracking tasks, deadlines, and deliverables.
• Compile and analyze data and create reports as needed.
• Proactively identify and address administrative and operational issues that may impact the President's productivity.
• Maintain the highest level of confidentiality.
• Schedule and assist in preparing materials for business retreats. 
• Follow up on action items to ensure timely completion.
• Assist Accounting Manager/Controller with holiday gift list and maintenance of Vantagepoint CRM

Other Duties:

*    Coordinates with building maintenance, janitorial, plant services, and copier machines.
 *    Schedules Quarterly Teambuilding and Business Retreat events.  
 *    Coordinate monthly luncheons.
 *    Update & maintain employee phone list/extensions, reprogram phones/extensions.
 *    Coordinates employee birthdays and new employee orientation
 *    Coordinate annual license renewal/payment, of professional licenses, DBE re-certifications, track, maintain, and schedule Continuing Education credits, log hours, research applicable courses.
 *    Assist and research planning of Annual Holiday Party.
 *    Enter vendor invoices after Accounting Manager/Controller review.
 *    Assist in preparation of sub-consultant agreements, coordinate with Project Manager and/or Senior Management.
 *    Maintain vendor insurance certificates, and request certificates of insurance for new projects.
 *    Enter house expenses:  postage, CD's, flash drives, special printing or other reimbursable costs.
 *    Assist in any ad-hoc duties, projects, and activities as and when required.
 *    Mail - receives, sorts, and routes mail, coordinates/assists with outgoing mail & FedEx.
 *    Restock paper in all copiers: daily, fill snack dispensers,  maintain supplies, snacks
 *    Maintain cleanliness of the kitchen, coffee machine and conference rooms
 
 REQUIREMENTS
 *    Proven office management skills
 *    Strong Word, Excel and Outlook ability
 *    Ability to assist with project management
 *    Strong written and verbal communication skills
 *    Organized with the ability to multitask
 *    Strong interpersonal skills to interact positively with clients and co-workers
 *    Attention to detail to ensure tasks are completed thoroughly and correctly
 *    BACKGROUND CHECK REQUIRED!