Office Manager / Administrative Lead

Job Description

OFFICE MANAGER / ADMINISTRATIVE LEAD – REPORTS TO CHIEF EXECUTIVE OFFICER

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Administrative:

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

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• Coordinate marketing activities, including publication communications for advertisements and interviews
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• Support planning and execution of client events, including the annual client gala, periodic client campaigns, mailings, emails, and smaller client events.
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• Coordinate birthday and holiday card layouts, gift procurement, client holiday gifts, other client gifts, and employee holiday gifts
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• Plan and support charitable events, volunteer opportunities and company sponsored community activities for the team
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• 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.
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Skills:

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

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