Executive Assistant/Office Manager

Executive Assistant/Office Manager Job Description Template

Our company is looking for a Executive Assistant/Office Manager to join our team.

Responsibilities:

  • Reviews documents – production materials, agreements, forms, media, website etc., for grammar, completion and overall accuracy;
  • Prepares necessary reports by collecting and analyzing information;
  • Contributes to team effort by accomplishing related results as needed;
  • Transcribes, prepares, reviews, copies, distributes, and files all incoming and outgoing correspondence;
  • Coordinates and schedules facility/service requests and use as well as repairs and maintenance of facilities;
  • Serve as the point person for office maintenance, mailing, supplies, IT issues, equipment, bills, and human resources related matters;
  • Make travel and accommodation arrangements;
  • Prepare reports, presentations and briefs;
  • Handle requests and queries appropriately;
  • Research compile and summarize information to formulate correspondence and to respond to inquiries; follow-up to secure requested reports and data;
  • Manage leadership team important tasks and deadlines;
  • Arrange and monitor meeting appointments for the executives;
  • Coordinate meetings, set up conference rooms, take notes when needed;
  • Provide periodic and short-term relief to other team members;
  • Organize efficient contact between the executives’ and the company’s clients.

Requirements:

  • Outstanding organizational and time management skills;
  • Ability to meet tight deadlines;
  • minimum 5 years’ executive assistant experience;
  • Quick-thinker and Problem solver;
  • Ability to generate results in tight timelines – move fast without dropping priorities;
  • Prior experience supporting attorneys or in a legal support function preferred;
  • Good knowledge of latest trends in office gadgets and applications;
  • Preferably 5-8 years of experience;
  • High School degree; additional qualification as a personal assistant will be a bonus;
  • The noise level in the work environment is low;
  • Employees must be able to perform the essential functions of the position satisfactorily with interruptions and/or distractions;
  • Ability to maintain highly confidential and sensitive information;
  • Passion for SaaS and entrepreneurship a plus;
  • Experience in a PR/Communications firm preferred, not required;
  • Familiarity with office gadgets and applications (e.g. e-calendars and copy machines).