Personal Assistant/Office Coordinator

About the job Personal Assistant/Office Coordinator KEY RESPONSIBILITIES OF JOB- Manage professional and personal scheduling for the CEO and Deputy CEO, including agendas, mail, email, calls, travel arrangements, etc. Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to the Executive team. Manage, coordinate, and arrange executives' travel and travel‑related activities, including hotel booking, transportation, and meal coordination. Coordinate executive functions, coordinate hospitality needs, and host company guests as needed. Ensure executive hospitality needs are met during all company functions. For external events create itineraries, arrange transportation and all executive and VIP guest travel needs. Maintain professionalism and strict confidentiality with all materials, and always exercise extreme discretion. Prepare Word, Excel, PowerPoint presentations, agendas, reports, and special projects in support of the Executive team and organizational goals as needed. Draft and prepare correspondence for internal and external announcements. Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks. Plan and orchestrate work to ensure the senior executives' priorities are met, organizational goals are achieved, and best practices are upheld. Conserve the executives' time by reading, researching, collecting, and analyzing information as needed in advance. Perform administrative and office support. Complete personal errands for the Executive team as needed. Manage benefits, expense, and tax reports for the Executive team on a consistent basis. Manage schedules for conference and community spaces, assisting department leads with set up and breakdown of meetings in conference rooms. Assist in coordinating employee events such as company holiday party, employee appreciation, etc. Monitor and order supplies for Executive Lounge, as well as keep the Lounge clean and fully stocked; sometimes needed to go on company shopping trips. Assist Day Porter with the regular maintenance and restocking of break rooms; manage food supply in office common spaces (fruit, bread station, etc.) as needed. Distribute mail to appropriate individuals within the office. Assist with department projects as needed. #J-18808-Ljbffr