The Office Manager will work closely with the executive team to manage day-to-day operations, streamline communication, and assist with various administrative tasks. A key responsibility of this role is facilitating effective communication between the manager and the teams to ensure that project objectives, updates, and priorities are clearly conveyed. The ideal candidate is a proactive problem solver with excellent organizational and communication skills.
Key Responsibilities:Executive Support: Provide administrative support to the executive team, including calendar management, scheduling meetings, organizing travel, and handling correspondence.
Communication Liaison: Act as the main point of contact between the manager and internal teams, ensuring that messages are effectively communicated, and follow-ups are timely.
Meeting Coordination: Schedule and organize meetings, including preparing agendas, taking minutes, and following up on action items.
Project Coordination: Assist in managing key projects, tracking progress, and ensuring deadlines are met. Facilitate communication between teams to ensure alignment on project goals and timelines.
Document Management: Maintain and organize confidential files, reports, and documents. Ensure all materials are accessible and up to date.
Operational Efficiency: Handle day-to-day administrative tasks, such as expense reporting, preparing presentations, and drafting communications on behalf of the executive team.
Team Support: Support cross-functional teams by managing internal communications, updating team members on relevant updates, and ensuring all stakeholders are aligned with business goals and priorities.
Problem-Solving: Address issues as they arise and proactively find solutions that improve the workflow and communication across teams.
Event Planning: Coordinate company events, meetings, and conferences, ensuring all logistics are handled smoothly.
Experience: 3+ years of experience as an Office Manager or in a similar administrative support role, preferably in a fast-paced environment.
Education: Bachelor’s degree in business administration, Communications, or a related field, or equivalent work experience.
Communication Skills: Strong verbal and written communication skills. Ability to communicate effectively with both senior leadership and teams across the organization.
Organizational Skills: Exceptional organizational and time management skills. Ability to juggle multiple tasks and prioritize efficiently.
Tech-Savvy: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other office tools.
Attention to Detail: Strong attention to detail and ability to handle confidential information with discretion.
Problem-Solving: Ability to think critically and solve problems proactively.
Adaptability: Comfortable with changing priorities and handling unexpected situations in a fast-paced environment.
Professionalism: Strong interpersonal skills, a professional demeanor, and a positive attitude in all interactions.
Skills Required
- 3+ years of experience as an Office Manager or similar administrative support role
- Bachelor's degree in Business Administration, Communications, or related field, or equivalent experience
- Strong verbal and written communication skills
- Exceptional organizational and time management skills
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Proficiency with Google Workspace
- Ability to handle confidential information with discretion
- Strong attention to detail
- Problem-solving and critical thinking skills
- Adaptability to changing priorities in a fast-paced environment
- Professional interpersonal skills and demeanor
What We Do
ML Group is a full-service design and development firm specializing in turnkey implementation and consulting services for real estate development and asset management. The company operates across the United States, serving the multifamily, healthcare, office, hospitality, and residential sectors. Their expertise includes project advisory, architecture, interior design, and construction management, with a focus on transforming assets and enhancing the built environment.
