Executive Assistant/Office Manager

The Executive Assistant & Office Manager will oversee the daily activities and operations of an assigned Inmar office location. In addition, they will support designated Leadership Team Executives. This individual requires a high level of experience, discretion, technical skill and great latitude for independent judgment and initiative.

Primary Accountabilities:

Operational (25%)

●Oversee the daily office activities and functions of the office to maintain efficiency and compliance with company policies.●Responsible for maintaining an adequate inventory of office materials (coffee/beverage/office supplies).

• Responsible for processing office-related invoices.

●Maintain log/schedule of visiting associates and on-site meetings.●Work with local property management as needed.

• Manage any onsite events held at designated offices.

Administrative (50%)

• Provide administrative support to assigned executives particularly when more advanced, skilled, or sensitive work is required.
• Prepare agendas, make travel arrangements, maintain calendars and assist with expense reports for assigned executives.
• Oversees email correspondence and mail distribution.
• Maintain records, documentation, and files, particularly more complex or sensitive files such as client and employee files.

• Maintains calendar and daily agenda for designated executives and
• Schedules appointments and assists designated executive with time management
• Prompts designated executives regarding action items and priorities
• Coordinates completion of items by others
• Receives and screens telephone calls, visitors and mail/correspondence
• Leverages designated executives’ time by assisting with personal business items
• Handles incoming calls and emails regarding business development opportunities, including high-level client/partnership interaction
• Maintains highly confidential files and records
• Coordinates other miscellaneous projects as needed
• Drafts or composes complex correspondence for designated executives
• Prepares correspondence, presentations and reports as requested
• Assists designated executives with responsibilities related to serving on various boards
• Prepares reports and other documents by researching, evaluating, inputting information, and preparing report summaries
• Uses various software programs as appropriate for complex presentations, documents, and spreadsheets
• Arranges/coordinates meeting details (both internal and external) for assigned executive including necessary travel plans as required

Project Management (25%)

• Assist with special project management duties as assigned.
• Works with others in planning and execution of various projects
• Produces work as assigned to meet project objectives and schedules
• Identifies required action and uses appropriate follow up techniques to meet deadlines
• Produces reports, summary documents, and status reports as required
• Identifies issues needing resolution by senior management
• Pays particular attention to confidentiality and schedule

Required Qualifications:

• 3-5 years related experience with office management and executive support functions
• Associate’s or Bachelor’s degree (A.A. or B.A.)
• Ability to perform high-level, fast-paced, complex administrative work independently
• Ability to type 60 wpm from clear copy
• May be required to serve as a Notary Public
• Must be/Possess:
  • Detail Oriented
  • Highly Organized
  • Team Player
  • Self-Motivated and Self-Starter
  • High-Level Customer Service Skills
  • Analytical
  • Extensive knowledge of Microsoft Office
  • Highly proficient in written communication
  • Articulate in use of spoken English language

• Must be flexible hours available for work, including occasional evenings.
• Must groom and dress appropriately for a professional office environment and executive office image as required by company policy.

Physical Requirements:

• Regularly required to use hands to finger, handle or feel objects, tools or controls, and reach with hands or arms.
• Frequently required to talk or hear and read instructions on a computer monitor and/or printed on paper.
• Occasionally required to stand, kneel, or stoop, and lift and/or move up to 25 pounds.
• Regularly required to view items at an extremely close range and must be able to adjust and readjust focus.

Safety:

• Support a safe work environment by following safety rules and regulations and reporting all safety hazards.

As an Inmar Associate, you:

• Put clients first and consistently display a positive attitude and behaviors that demonstrate an awareness and willingness to listen and respond to clients in order to meet their short-term and long-term needs, requirements and exceed their expectations.
• Treat clients and teammates with courtesy, consideration and tact; you also have the ability to perceive the needs of internal and external clients and communicate effectively with the objective of delighting and retaining the client.
• Build collaborative relationships and work cooperatively with others, inside and outside the organization, to accomplish objectives, develop and maintain mutually-beneficial partnerships, leverage information and achieve results.
• Set and attain achievable, yet aggressive, goals with a sense of urgency and accountability.
• Understand that results are important and focus on turning mission into action to achieve results following the principles of Flawless Execution while consistently complying with quality, service and productivity standards to meet deadlines and exceed expectations by giving our clients the best possible outcome.

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We are an Equal Opportunity Employer, including disability/vets.