Office Manger/ Executive Assistant

Science, Innovation, Success, Energy & Longevity
Salary/Wage Range:
Position Title: Office Manager/Project Coordinator Department: Administration
FLSA Classification/Status: Non-Exempt/FT Reports To: President and CEO
Grade Level: Revision Date: 1/7/2014
Responsible for providing administrative assistance to the President and Chairman of the Board position by performing the routine duties required in an office environment such as coordinating and monitoring projects; tracking information; coordinating travel arrangements and reservations; making courier runs; recording and distributing meeting minutes; greeting and directing visitors in a respectful and professional manner; exhibiting respect for diversity in all interactions, maintaining confidence at the highest level, and have ability to work quickly, meet deadlines and maintain a high level of accuracy.
Responsible for administrative functions such as filing, reading, sorting and distributing mail, typing, fielding telephone calls, courier runs, etc.
Manages the calendars for the President and CEO.
Manages all personal errands and personal accounts for the President
Represents the president by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests directed to the president
Arranges corporate travel and meetings by developing itineraries and agendas; booking flights and other transportation; arranging lodging and meeting accommodations.
Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
Prepares presentations
Oversees other admin assistants, and is responsible for directing their work loads and schedules.
Creates and maintains spreadsheets, files, and reports for tracking and referral
Coordinates with all other departments for project management
Keeps upper management informed of all issues that could potentially be of future concern or appear to be
out of the ordinary
Interacts with all contacts in a helpful, courteous and professional manner, and is respectful of diversity
Maintains a clean and safe work area
Maintains the highest level of confidentiality at all times.
Note: This description is not intended to be all-inclusive. Employee may be requested to perform other duties as requested.
Associates Degree plus 3+ years experience in executive assistant functions or equivalent combination of education and experience. Requires use of a reasonable business judgment when making unsupervised decisions
Must be able to speak, write, read and understand English; articulate clearly and with confidence; possess excellent grammatical and composition skills; understand and calculate basic mathematical problems to include addition, subtraction, multiplication, division, and percentages. Must be proficient in the use of company telephones, ten-key calculators and computers, and have accurate typing skills
Must be proficient in the use of Microsoft Office Suite to include use of Power Point for presentation preparation. Bilingual or multilingual highly desirable, but not required
All levels of the organization to include the Owner, President, CEO, COO, all levels of management, professionals, administrative personnel and all coworkers
PHYSICAL DEMANDS (approximation of total workday):
Position is required to sit, stand and walk; stoop, bend, reach and kneel, and lift from 15 to 20 pounds occasionally
Noise, dust, lighting, temperature and physical/ergonomic hazards are typically of those usually found in an office environment.
Contact: Karen
Email: kjonassaint@belugaventures.net
send resumes to kjonassaint@belugaventures.net

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