Office Services and Executive Team Assistant

3 weeks ago

Chapel Hill, United States Bell Leadership Institute Full time

Office Services and Executive Team Assistant

Founded in 1972, Bell Leadership Institute is a premier leadership training and executive development company headquartered in Chapel Hill, NC. We are seeking a motivated and detail-oriented Office Services & Team Assistant to join our team. The successful candidate will ensure the smooth operation of our office environment, provide exceptional team support, and deliver high-quality executive assistance to support three trainers. This role requires thoughtful judgment, an owner’s mentality, and a courteous and caring approach.


Key Responsibilities:

Reception

  • Greet and assist visitors, clients, and employees in a professional and courteous manner.
  • Answer and direct phone calls, emails, and other communications.
  • Manage office room reservations.
  • Handle incoming and outgoing mail and packages.
  • Maintain a tidy and organized reception area and office space.


Office Management

  • Oversee daily office operations, including managing office supplies, equipment, phone system, and facilities.
  • Provide front-line troubleshooting and support for printers, computers, and virtual meeting needs.
  • Coordinate and support various administrative functions such as calendaring, file management, and correspondence.
  • Assist with general office upkeep, including organizing workspaces and common areas.
  • Manage inventory of conference and marketing materials.
  • Coordinate outgoing shipments, including packaging, labeling, and tracking. Ensure timely delivery and accurate documentation of shipments.
  • Liaise with vendors and service providers to ensure office needs are met.


Executive Support

  • Provide comprehensive administrative support to three trainers, including scheduling, travel arrangements, and meeting preparation.
  • Manage trainers’ calendars, prioritizing and coordinating appointments, training sessions, and client meetings.
  • Act as a central point of contact for trainers, ensuring timely and responsive communication with clients and stakeholders.
  • Assist trainers in preparing presentations, training materials, and client deliverables.
  • Track deadlines and ensure timely completion of tasks and follow-ups for trainers.
  • Complete administrative tasks such as booking travel and appointments, processing expense reports and vendor invoices, organizing video conferences, and maintaining trusted CRM data.
  • Build and maintain trusted relationships with clients, delivering a positive and professional service experience.


Team Support

  • Provide day-to-day support to the office team, ensuring a positive and productive work environment.
  • Assist with administrative tasks to support business development and client service initiatives.
  • Prepare conference and training materials as needed.
  • Maintain and update client information in our database with accuracy and attention to detail.
  • Assist in the preparation of regularly scheduled reports.


Qualifications:

  • Professional Experience: Minimum of 3 years of experience in a professional business setting, with previous office management and executive assistance experience, and a strong focus on customer service.
  • Organizational Skills: Ability to perform and prioritize multiple tasks with a strong attention to detail, even in a fast-paced environment.
  • Problem Solving: Resourceful, proactive approach to problem-solving, with strong decision-making capabilities and a positive attitude.
  • Communication Skills: Superior written and verbal communication skills; able to adapt communication style to different personalities.
  • Team Orientation: Willingness to work collaboratively as part of a team, while taking ownership and showing initiative.
  • Client Responsiveness: Viewed by clients as a responsive and dependable point of contact.
  • Time Management: Solid time-management abilities with the capability to prioritize effectively.


Additionally, the candidate must demonstrate thoughtful judgment, ethical behavior, and confidentiality. Enthusiasm, positivity, patience, flexibility, and a great sense of humor are also highly valued.


This position is a full in person role based at our Chapel Hill, NC offices. If you are committed to delivering exceptional client experiences and want to contribute to our mission of leadership development, we encourage you to apply.

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