Accurate Placement
Office Manager / Executive Assistant
Accurate Placement, Tempe, Arizona, us, 85285
Details:
TITLE: Office Manager / Executive Assistant - Direct hire position for a design company located in Tempe, AZ.
JOB SUMMARY: Primary duties are office operations management and providing administrative support to the company President.
Type: Direct Hire Location: Tempe, AZ Hours: We have 2 options for working schedule (one hour lunch): * Monday through Friday 8am-5pm * Monday through Thursday 7:30am-5:30pm or 8am-6pm and half day Friday 8am-12pm Start Date: Upon passing background check Pay: $70K to $85K Benefits: Medical, Dental, Vision, Long & Short Term Disability, Life Insurance, 401k with 4% company match. Vacation, Sick, and holiday pay.
RESPONSIBILITIES
Duties for President:
Maintain and manage the President's calendar. Schedule meetings, appointments, annual reviews, job interviews, and events. Prioritize and coordinate commitments to optimize the President's workload effectively. Anticipate and proactively address potential scheduling conflicts or issues. Attend meetings with the President, taking accurate minutes and distributing summaries and action items. Follow up on action items to ensure timely completion. Coordinate travel arrangements, including booking flights, accommodations, transportation, and creating detailed itineraries for President. Ensure President has all necessary documentation and resources for trips. Assist in coordinating and managing special projects as assigned by the President. Be prepared to handle urgent matters and crises, providing support and assistance as needed. Ensure President has all necessary documentation and resources for trips. Maintain and organize important documents, reports, and files, both in physical and digital formats. Assist in project coordination, tracking tasks, deadlines, and deliverables. Compile and analyze data and create reports as needed. Proactively identify and address administrative and operational issues that may impact the President's productivity. Maintain the highest level of confidentiality. Schedule and assist in preparing materials for business retreats. Follow up on action items to ensure timely completion. Assist Accounting Manager/Controller with holiday gift list and maintenance of Vantagepoint CRM
Other Duties:
* Coordinates with building maintenance, janitorial, plant services, and copier machines. * Schedules Quarterly Teambuilding and Business Retreat events. * Coordinate monthly luncheons. * Update & maintain employee phone list/extensions, reprogram phones/extensions. * Coordinates employee birthdays and new employee orientation * Coordinate annual license renewal/payment, of professional licenses, DBE re-certifications, track, maintain, and schedule Continuing Education credits, log hours, research applicable courses. * Assist and research planning of Annual Holiday Party. * Enter vendor invoices after Accounting Manager/Controller review. * Assist in preparation of sub-consultant agreements, coordinate with Project Manager and/or Senior Management. * Maintain vendor insurance certificates, and request certificates of insurance for new projects. * Enter house expenses: postage, CD's, flash drives, special printing or other reimbursable costs. * Assist in any ad-hoc duties, projects, and activities as and when required. * Mail - receives, sorts, and routes mail, coordinates/assists with outgoing mail & FedEx. * Restock paper in all copiers: daily, fill snack dispensers, maintain supplies, snacks * Maintain cleanliness of the kitchen, coffee machine and conference rooms
REQUIREMENTS * Proven office management skills * Strong Word, Excel and Outlook ability * Ability to assist with project management * Strong written and verbal communication skills * Organized with the ability to multitask * Strong interpersonal skills to interact positively with clients and co-workers * Attention to detail to ensure tasks are completed thoroughly and correctly * BACKGROUND CHECK REQUIRED!
Job Requirements
TITLE: Office Manager / Executive Assistant - Direct hire position for a design company located in Tempe, AZ.
JOB SUMMARY: Primary duties are office operations management and providing administrative support to the company President.
Type: Direct Hire Location: Tempe, AZ Hours: We have 2 options for working schedule (one hour lunch): * Monday through Friday 8am-5pm * Monday through Thursday 7:30am-5:30pm or 8am-6pm and half day Friday 8am-12pm Start Date: Upon passing background check Pay: $70K to $85K Benefits: Medical, Dental, Vision, Long & Short Term Disability, Life Insurance, 401k with 4% company match. Vacation, Sick, and holiday pay.
RESPONSIBILITIES
Duties for President:
Maintain and manage the President's calendar. Schedule meetings, appointments, annual reviews, job interviews, and events. Prioritize and coordinate commitments to optimize the President's workload effectively. Anticipate and proactively address potential scheduling conflicts or issues. Attend meetings with the President, taking accurate minutes and distributing summaries and action items. Follow up on action items to ensure timely completion. Coordinate travel arrangements, including booking flights, accommodations, transportation, and creating detailed itineraries for President. Ensure President has all necessary documentation and resources for trips. Assist in coordinating and managing special projects as assigned by the President. Be prepared to handle urgent matters and crises, providing support and assistance as needed. Ensure President has all necessary documentation and resources for trips. Maintain and organize important documents, reports, and files, both in physical and digital formats. Assist in project coordination, tracking tasks, deadlines, and deliverables. Compile and analyze data and create reports as needed. Proactively identify and address administrative and operational issues that may impact the President's productivity. Maintain the highest level of confidentiality. Schedule and assist in preparing materials for business retreats. Follow up on action items to ensure timely completion. Assist Accounting Manager/Controller with holiday gift list and maintenance of Vantagepoint CRM
Other Duties:
* Coordinates with building maintenance, janitorial, plant services, and copier machines. * Schedules Quarterly Teambuilding and Business Retreat events. * Coordinate monthly luncheons. * Update & maintain employee phone list/extensions, reprogram phones/extensions. * Coordinates employee birthdays and new employee orientation * Coordinate annual license renewal/payment, of professional licenses, DBE re-certifications, track, maintain, and schedule Continuing Education credits, log hours, research applicable courses. * Assist and research planning of Annual Holiday Party. * Enter vendor invoices after Accounting Manager/Controller review. * Assist in preparation of sub-consultant agreements, coordinate with Project Manager and/or Senior Management. * Maintain vendor insurance certificates, and request certificates of insurance for new projects. * Enter house expenses: postage, CD's, flash drives, special printing or other reimbursable costs. * Assist in any ad-hoc duties, projects, and activities as and when required. * Mail - receives, sorts, and routes mail, coordinates/assists with outgoing mail & FedEx. * Restock paper in all copiers: daily, fill snack dispensers, maintain supplies, snacks * Maintain cleanliness of the kitchen, coffee machine and conference rooms
REQUIREMENTS * Proven office management skills * Strong Word, Excel and Outlook ability * Ability to assist with project management * Strong written and verbal communication skills * Organized with the ability to multitask * Strong interpersonal skills to interact positively with clients and co-workers * Attention to detail to ensure tasks are completed thoroughly and correctly * BACKGROUND CHECK REQUIRED!
Job Requirements