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Office Manager

4 months ago

Scottsdale, United States CND Life Sciences Full time
Job DescriptionJob Description

Reporting to CND's Chief Operations Officer (COO), the Office Manager (OM) will provide high-level administrative support to the COO and other members of the Executive Leadership Team (ELT) to include but not limited Chief Medical Officer (CMO), and other leaders in the Scottsdale facility. This role will play a pivotal role in facility management at the company's headquarters, requiring an on-site presence to ensure business continuity, vendor management and aiding office visitors.

Job Responsibilities:

  • Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for Executive Leadership Team.
  • Manage and maintain ELT's schedules including arranging appointments, meetings and travel itineraries.
  • Act as the primary point of contact between the ELT and internal/external stakeholders.
  • Coordinate and facilitate meetings including preparing agendas, taking notes, recording minutes and following up on action items.
  • Receives incoming communication or memos on behalf of ELT, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
  • Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping for the Atlanta Indie Studios office location.
  • Anticipate executive needs and proactively address them to ensure efficient workflow.
  • Provide event management support as requested.
  • Collaborate with other administrative staff to ensure seamless office operations.
  • Provide hospitality to all guests and create a welcoming environment
  • Manage suppliers that support the day-to-day operations of the laboratory.
  • Greeting visitors, ensuring guests are comfortable, connected with the right office personnel and in compliance with visitor policies.
  • Managing schedules for conference and community spaces.
  • Monitoring and ordering inventory for office and break room supplies.
  • Partnering with the building landlord to ensure upkeep and maintenance within CND's campus office locations.
  • Submitting work orders and scheduling repairs for general office space and equipment
  • Managing all facilities vendor relationships and contracts in partnership with the Financial Controller and Director of HR
  • Submitting work orders and scheduling repairs for general office space and equipment
  • Establishing and maintaining SOPs for facilities workflow procedures to ensure maximum efficiency and business continuity.
  • Partnering with the Senior Leadership Team (SLT) and project manager to assist with office expansion planning and office moves to include but not limited to assembling office furniture/equipment.
  • Monitoring office expenditures and optimizing costs where possible.
  • Monitoring the safety and cleanliness of interior and exterior areas, such as offices, breakrooms, conference rooms, parking lots and outdoor recreation spaces.
  • Ensuring proper security measures for the workplace, including collaborating with security system vendors and IT.
  • Performs other related duties to benefit the mission of the organization

Knowledge, Skills & Experience:

  • Minimum of 5 years' experience working in an administrative or executive assistance role.
  • Experience working in a start-up and/or high-growth company preferred.
  • Proven experience as an executive assistant or similar role, supporting C-level executives preferred.
  • Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
  • Ability to function well in a high-paced and at times stressful environment.
  • Prior experience managing office facilities, contractors and vendors preferred.
  • Prior experience in project management with tenant improvement management experience preferred.
  • Excellent written and verbal communication skills, including proper grammar and spelling.
  • Ability to maintain confidentiality and exercise discretion when handling sensitive information.
  • Detail-oriented with a high level of accuracy in work output.
  • Flexibility and adaptability to changing priorities and deadlines.
  • Professional demeanor and strong interpersonal skills.
  • Ability to work independently with minimal supervision and as part of a team.
  • Knowledge of office management systems and procedures.
  • Experience with travel coordination and expense management is a plus.

Education, Certifications & Licensures:

  • High school diploma or equivalent required.
  • Bachelor's degree in Business Administration or related field preferred.

Other:

  • This position is located onsite at our Company's headquarters in Scottsdale, AZ.
  • It is required to be in office 5 days a week.
  • Combination of seated and standing work to complete the core functions of the role
  • Must be able to lift up to 15 pounds at times.