Senior Executive Assistant and Office Manager

2 weeks ago

Omaha, United States Navigator Energy Services Full time

The Senior Executive Assistant to the CEO and Corporate Office Manager plays a crucial role in providing high-level administrative support to the CEO and ensuring the smooth operation of the corporate office. This role demands exceptional organizational skills, discretion in handling sensitive information, experience interfacing with high-level external stakeholders, and the ability to effectively manage multiple priorities simultaneously.


Key Responsibilities:


Executive Support:

  • Calendar Management: Coordinate and manage the CEO’s schedule, including meetings, appointments, and travel arrangements/logistics.
  • Communication: Serve as the primary point of contact between the CEO and internal/external stakeholders. Handle correspondence and phone calls on behalf of the CEO.
  • Documentation: Prepare, edit, and proofread reports, presentations, and other documents. Maintain confidential files and records.
  • Meeting Coordination: Organize and facilitate executive meetings, including agenda preparation, minute-taking, and follow-up on action items.
  • Travel Arrangements: Plan and coordinate domestic and international travel, including flight bookings, accommodations, itineraries, and expense reports.
  • Project Management: Assist the CEO with special projects, research, and data analysis. Ensure timely completion of tasks and initiatives.


Office Management:

  • Office Operations: Oversee daily office operations, ensuring a productive and organized work environment. Manage office supplies, equipment, and maintenance.
  • Budget Management: Monitor and manage office budgets, including expenditures and cost-saving initiatives.
  • Vendor Relations: Liaise with vendors and service providers, negotiating contracts and ensuring quality service delivery.
  • Facilities Management: Coordinate with building management for office space maintenance, security, and any necessary repairs or improvements.
  • New Employee Setup: Coordinate with HR to help manage the setup of building access, badges, headshots, and welcome emails for new employees, ensuring a smooth onboarding experience.


Event Planning:

  • Event Coordination: Assist in the planning, coordination, and execution of office events, meetings, and conferences, ensuring all logistics, including venue booking, catering, and materials, are organized and managed effectively.
  • Volunteer Event Organization: Coordinate quarterly volunteer events across all offices, liaising with teams to identify opportunities, plan activities, and manage event logistics.
  • Company Swag Management: Oversee the purchasing and management of company swag, ensuring timely availability and distribution for events, employee recognition, and promotional activities.


Qualifications:

  • Education: Bachelor’s degree in Business Administration, Management, or a related field preferred.
  • Experience: Minimum of 7-10 years of experience as an executive assistant, in support of senior executives or C-suite roles.


Skills:

  • Organizational Skills: Exceptional ability to manage multiple tasks and priorities.
  • Communication Skills: Excellent written and verbal communication skills.
  • Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Problem-Solving: Strong problem-solving and decision-making abilities.
  • Graphics/Website Design Capability: Desired, but not required.
  • Discretion: High level of discretion and confidentiality.


Personal Attributes:

  • Professionalism: Maintain a high level of professionalism and a positive attitude.
  • Attention to Detail: Meticulous attention to detail and accuracy.
  • Initiative: Proactive and able to work independently with minimal supervision.
  • Flexibility: Adaptable and able to handle changing priorities and demands.


Work Environment:

  • Location: Office-based role, with occasional travel required.
  • Hours: Full-time position, with the possibility of overtime or irregular hours depending on the CEO’s needs.


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