Executive Assistant Job at not stated in Sterling Heights

Job Title: Office Manager/Executive Assistant

Reports To: Vice President of People Operations

Job Summary:

The Office Manager/Executive Assistant is responsible for overseeing daily office activities, ensuring smooth operations, and providing executive support to the executive leadership team. The role includes managing administrative functions, office resources, and workflow efficiency while handling sensitive information with discretion. The individual will also serve as a liaison between the executives and other departments, clients, and external partners.

Key Responsibilities:

Executive Support:

• Provide comprehensive administrative support to the executive leadership team, , including managing calendars, scheduling meetings, and prioritizing tasks.
• Coordinate travel arrangements, accommodations, and itineraries for executives.
• Assist in preparing reports, presentations, and documentation for meetings and conferences.
• Handle incoming communications (emails, phone calls, mail) and prioritize according to urgency.
• Attend high-level meetings, taking minutes and ensure follow-up on action items.
• Serve as the gatekeeper and point of contact for executives, managing internal and external inquiries.

Office Management:

• Oversee the daily operations of the office, ensuring that all office equipment, supplies, and resources are well-maintained.
• Implement and maintain office policies, procedures, and standards to ensure efficiency.
• Coordinate with vendors and service providers for office maintenance, IT support, and other operational needs.
• Organize and plan office events, team-building activities, and employee recognition programs.
• Serve as the main point of contact for building management and office-related inquiries.

Administrative Support:

• Develop and manage filing systems, both physical and digital, ensuring easy access to information.
• Manage special projects as assigned, ensuring deadlines are met and objectives achieved.
• Maintain confidentiality and handle sensitive company information with discretion.

Qualifications:

• Education: Bachelor’s degree in business administration, management, or a related field preferred.
• Experience: 3+ years of experience in office management, executive support, or a similar administrative role.
• Skills:
  • Excellent organizational and time-management skills.
  • Strong verbal and written communication skills.
  • Proficient in office software (e.g., Microsoft Office Suite, Google Workspace) and basic IT troubleshooting.
  • Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
  • High degree of professionalism and discretion when dealing with confidential information.
  • Strong problem-solving abilities and a proactive mindset.

Competencies:

• Attention to Detail: Ensures tasks are completed with a high level of accuracy.
• Adaptability: Comfortable managing multiple priorities and shifting workloads.
• Team Collaboration: Works effectively with colleagues across departments to meet shared goals.
• Customer Service Orientation: Anticipates and meets the needs of executives and office personnel.

Working Conditions:

• Typically works in an office setting, though occasional travel may be required.
• Full-time, Monday to Friday, with occasional overtime based on workload or urgent executive needs.