Office Manager

3 weeks ago

Fairfax, United States University of Virginia Full time

**Key responsibilities**:
**Facilities Management**:

- Oversee the day-to-day operations of the facility, including classroom, office and collaborative spaces, ensuring they are clean, organized, and welcoming for employees, students, and visitors.
- Prepare collaborative spaces for meetings. Including ensuring vendors and partners deliver services on time and at high quality.
- Coordinate with vendors and service providers for maintenance, repairs, cleaning, and other facility-related needs.
- Conduct regular inspections to identify and address any issues with equipment, furniture, or infrastructure.
- Maintain users and spaces in our office and desk hoteling system and provide on-site assistance and training to system users.

**Program and Event Experience**:

- Collaborate with the Program team to create a positive and engaging in-office work environment.
- Coordinate office events, meetings, and activities ensuring seamless execution and fostering a sense of community.
- Act as a point of contact for event inquiries and requests related to office facilities and amenities.
- Support on-site client engagement with a professional, service-oriented demeanor.

**Administrative Support**:

- Provide administrative support to executives and staff members, including scheduling meetings, preparing presentation materials, correspondence, and mailings.
- Oversee reception desk coverage and provide reception desk coverage when staffing is needed.
- Manage vendor relationships and payments.

**Required Qualifications**:

- Education: Bachelor's degree
- Experience: Four years of experience
- Experience with event coordination and logistics
- Excellent written and verbal communication skills
- Proficiency with Microsoft Office suite

**Preferred Qualifications**:

- Experience with facilities management - describe what we mean, at uva this means setting up and constructing buildings, landscaping, etc.
- Administrative experience supporting high-level leaders
- Prior experience with CRM databases and other marketing or event software such as Advance, Marketing Cloud, Eventbrite, etc.
- Strong organizational and multitasking skills.
- Ability to work collaboratively in a team and independently.
- Detail-oriented with a high level of accuracy.
- Experience creating presentation materials using tools such as Canva or PowerPoint.

Success in this role requires someone who is action-oriented, has a strong customer focus, savvy interpersonal skills, and the ability to work in a fluid and quickly changing environment.

This position is located in Northern Virginia (Fairfax and Arlington) and will require 100% in-office presence. This is a full-time, 40 hours per week position, operating during regular business hours, but with occasional evenings and weekends required.

The anticipated start date is July 1, 2024. This position is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $80K-85K commensurate with education and experience. This is an Exempt level, benefited position. For more information on benefits, visit UVA benefits.

This position will remain open until filled. Review of Applicants will begin on May 26, 2024. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

**To Apply**:

- CV
- Cover letter should include interest in role and how your professional experiences directly relate to the position description.

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all the required documents will not receive full consideration.

References will be completed via UVA’s standardized process SkillSurvey. Five references will be requested via SkillSurvey during the final phase of the interview process.

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