Office Manager

The Office Manager / Professional Personal Assistant is responsible for overseeing the day-to-day operations of the office of Starfish Computer Corporation while providing comprehensive administrative and personal support to the President and Owner. This position plays a key role in ensuring the office operates efficiently, professionally, and smoothly.

The Office Manager / Professional Personal Assistant will anticipate the needs of the President and Owner, manage administrative responsibilities, coordinate schedules and communications, and handle a variety of operational tasks. The goal of this position is to provide reliable, proactive support that allows the President and Owner to focus his time and attention on the companys strategic priorities, customers, and business growth.

This role requires a highly organized, trustworthy, professional, and resourceful individual who can manage multiple priorities, exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.

RESPONSIBILITIES

Reception & Office Administration

• Serve as the first point of contact for incoming external communications, including phone calls, emails, and visitors.
• Answer and accurately direct incoming calls, visitors and emails to the appropriate department or individual.
• Greet visitors, answer questions, and provide appropriate information and direction.
• Order and maintain office supplies and ensure office forms, procedures, documents, and filing systems are organized and maintained appropriately in both physical and electronic formats.

Human Resources & Employee Onboarding

• Manage communications with prospective and newly hired employees throughout the interview, hiring, and onboarding processes.
• Coordinate candidate background checks and DISC Assessments.
• Facilitate new-hire onboarding by providing required documents, explaining processes and requirements, and coordinating completion and submission of onboarding materials.
• Coordinate company employee events and celebrations, including Employee Appreciation Day, employee birthdays and anniversaries, A Christmas to Remember, company Christmas celebrations, Chili Cookoff, and other company activities.

Facility & Security Management

• Coordinate all facility maintenance and repairs by identifying needs, obtaining services, and managing relationships with outside vendors.
• Coordinate and oversee vendors and contractors, including landscaping, painting, electrical, HVAC, snow removal, plumbing, roofing, and general building repairs.
• Manage the companys Power Alarm Security relationship and security system.
• Schedule hard drive destruction and maintain accurate records of all hard drives designated for destruction.
• Upon completion of hard drive destruction, prepare and maintain certificates of destruction for each client and submit documentation to Bookkeeping.

Executive & Meeting Support

• Schedule and coordinate weekly All Hands Meetings and other meetings attended by Executive Team members.
• Record All Hands Meetings and maintain organized audio files for company records.
• Maintain calendars and coordinate scheduling for the President and Marketing.
• Schedule company and personal luncheons and dinners for the President.
• Coordinate personal and professional errands and appointments for the President, including scheduling vehicle repairs and maintenance.
• Create meeting notes and transcribe audio recordings of Board meetings for the President.
• Prepare and organize the Presidents quarterly meeting binder and supporting materials.

Marketing & Sales Support

• Coordinate, purchase, organize, and distribute marketing materials in support of Sales and Marketing initiatives.
• Prepare Shock and Awe packages for clients and prospects.
• Print, assemble, and bind proposals and other sales materials.
• Collect, organize, and enter quarterly data for inclusion in Sales quarterly reports.
• Coordinate the purchase and logistics of tradeshow and annual convention booths, sponsorships, and promotional items for Marketing and Sales.
• Assemble and prepare materials for direct-mail campaigns supporting Marketing and Sales initiatives.

General Administrative Support

• Provide ongoing administrative and organizational support to the President, Executive Team, Human Resources, Marketing, and Sales.
• Maintain confidentiality and professionalism when handling employee, client, financial, executive, and company information.
• Coordinate multiple projects, deadlines, vendors, events, and administrative priorities while ensuring timely and accurate completion.

General Requirements & Information

• Minimum of 5 years of experience working as an Office Manager, Executive Assistant, Administrative Manager, or in a similar administrative leadership role.
• Demonstrated strong organizational and time-management skills, with the ability to prioritize competing responsibilities, manage multiple deadlines, and anticipate upcoming needs.
• Proficient in Microsoft 365, Microsoft Teams, and other office productivity and communication technologies.
• Excellent written, verbal, communication, and interpersonal skills, with the ability to interact professionally with employees, clients, vendors, and executive leadership.
• Exceptional attention to detail and a commitment to accuracy, organization, and follow-through.
• Self-motivated and proactive, with the ability to work independently, take initiative, identify needs, and drive tasks through completion.
• Demonstrated experience managing general Human Resources and office administration functions.
• Previous experience providing customer service or administrative support to clients is a plus.
• Experience providing administrative and organizational support to Sales teams and executive or organizational leadership.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee, client, financial, and company information.
• Ability to work effectively in a fast-paced environment, manage changing priorities, and maintain a high level of professionalism.