Office Manager (Schaumburg)

The Office Manager will provide office management and administrative leadership and project support for Anova’s office locations. The job holder will:

• Manage day-to-day operations of Anova headquarters and provide project leadership and support for satellite locations.
• Assist a number of the senior leadership team in coordinating support activities for internal teams, clients and partners .
• Managing delegated projects and conducting research.
• Create and maintain policies and procedures.
• Support recruitment and HR processes.
• Preparing and editing correspondence, reports, and presentations.
• Making travel arrangements.
• Organising and maintaining files and records.
• Supporting good financial record keeping and supporting internal financial SOPs.
• Providing quality customer service.
• Supporting internal team meetings, documenting and monitoring action items.

Key Responsibilities

• Establish and maintain headquarters and satellite offices and facilities for all business units.
• Maintain the leadership team’s appointment schedule by planning and scheduling meetings, conferences and teleconferences.
• Responsible for the Executive team’s travel arrangements.
• Coordination of leadership and staff team meetings in collaboration with leadership team.
• Event planning and organisation of events; collaboration with marketing teams, other EA’s, clients and other team members, and partner organisations.
• Providing customer relationship management support to all sales and business development activities.
• Carrying out background research and presenting findings.
• Organizing, generating, and reporting all invoices and expense reports for accounting & bookkeeping purposes.
• Responsible for leadership team’s expense tracking and receipt management.
• Answering and screening all incoming calls.
• Manage internal and external correspondence on behalf of the leadership team.
• Assist with editing and distribution of business communication.
• Updating and maintaining distribution lists, supporting team communication and programme planning.
• Support the business with HR and finance tasks.
• Provides administrative support to other team members, as appropriate and when required.
• Maintains customer confidence and protects operations by keeping information confidential.
• Enhances organisation reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

Education

• Degree level or equivalent qualification

Experience

• Experience working in an Office Manager or EA role within a professional organisation.
• A natural 'organiser’, process orientated with the ability to multi-task.
• Flexible approach, resilient and unfazed in high pressure situations.
• Self-starter who is able to work both independently and as part of a team, uses considerable independent judgement and initiative to solve problems.
• Able to take responsibility and be accountable, following tasks through from start to finish and 'closing the circle’ on behalf of the leadership team for delegated tasks.
• Demonstrates professional presence on all aspects of the role and as appropriate to supporting the leadership team.
• Impeccable attention to detail.
• Brilliant communicator - both written and verbal.
• Strong/Ready to go IT skills - particularly Microsoft Office and Outlook.
• Demonstrate high level confidentiality whilst being able to operate as part of a wider team.