Office Manager / Administrative Lead

OFFICE MANAGER / ADMINISTRATIVE LEAD – REPORTS TO CHIEF EXECUTIVE OFFICER

Administrative:

• Oversee the day-to-day operations of the office to maintain an organized, welcoming, and fully functioning work environment.
• Phone/Door coverage, Greet Visitors, Receive Deliveries -½ day (shared with Admin #2)
• Serve as Liaison between office suite and building management office regarding maintenance, access, repairs and general facilities matters.
• Provide staff support for general office questions, HR related issues, IT issues, IAR issues as the needs arise.
• Order Supplies -Kitchen/copy room/general office/IT components
• Coordinate Conference Room Schedules and office calendars to support internal meetings, client meetings, vendor visits and company functions.
• Manage office equipment and related service needs, including copier, postage machine, security system and other shared office resources.
• Coordinate and monitor office vendor contracts to ensure reliable service and cost-effective solutions.
• Maintain and support the IT equipment list in coordination with firm IT company, employees and Leadership.
• Manage CEO Calendar, including scheduling client meetings, appointments, engagements, company functions, staff birthdays, holidays and other key commitments
• Arrange travel, including conferences, speaking engagements, flights, hotels and cars for key executives
• Prepare and submit monthly office AMEX card expense reports in Sage
• Coordinate onboarding logistics for new hires and interns in partnership with ARAX HR Department
• Manage company vendor portals/apps – Zoom/Jump AI/FedEx/adobe/constant contact/scribe etc.

Marketing:

• Coordinate marketing activities, including publication communications for advertisements and interviews
• Support planning and execution of client events, including the annual client gala, periodic client campaigns, mailings, emails, and smaller client events.
• Coordinate birthday and holiday card layouts, gift procurement, client holiday gifts, other client gifts, and employee holiday gifts
• Plan and support charitable events, volunteer opportunities and company sponsored community activities for the team
• Coordinate in-house and off-site activities with the CEO, including food and beverage arrangements for staff education meetings, networking lunches with law and accounting firms and team celebrations.

Skills:

• Strong communicator
• Highly organized and detail oriented
• Strong writing and communication skills, tact, and kindness.
• Ability to juggle multiple responsibilities and stay calm and focused.
• Strong collaboration skills

Qualifications:

• College degree is preferred but not required.
• At least 3 years of administrative experience required.