Administrative Assistant

3 weeks ago

Dallas, United States Brain Storm Shelter Full time

**Job Summary**:
This job requires someone to wear many hats. The primary functions of the role are to support the Leadership Team and company initiatives, under the direction of the Senior Director of Business Operations, and serve as a liaison with our third-party Accounts Payable company. Specifics of these functions are more clearly defined below, but in general this role is responsible for supporting all administrative needs for office operations of Brain Storm Shelter. This includes the day to day—like processing mail and accepting deliveries—as well as collaborating on larger undertakings, such as new store openings or new menu rollouts. If you enjoy routine but also have an appreciation for variety of tasks, like working with creative sorts and love to execute with an attention to detail—this might be the right place for you. This role will require the ability to manage multiple work tasks, confidentiality, and professionalism.

**Our Core Values**:

- Mind Your Qs - Eliminate negative cues. Ask yourself - does it make the experience better or worse? Neutral Cues = Negative Cues.
- FFIO - F*cking Figure it out. Take initiative. No excuses. Ask if you need help.
- Start With Yes - Embrace change. Listen for the possibilities. Without change we die.
- Be A Good Human - Do the right thing. Don't be a jerk.

The Administrative Assistant is expected to uphold and operate based on these core values in all aspects of their job performance.

**Reports to**: Senior Director of Business Operations

**Essential Job Functions**:

- Processing financial documentation like Credit or Vendor Applications and bank payments as needed; accuracy is a must
- Executive calendar management including but not limited to all group meetings and ownership of the Founder’s schedule
- Assists Sr. Director of Business Operations in carrying out various human resource, legal, and administrative tasks and/or projects
- General administrative support for all members of Leadership Team including scanning, printing, mailing, or scheduling
- Provides office coverage in conjunction with Red Beard Manager
- Collaborates with Red Beard Manager as needed for any facilities maintenance or other scheduling that will impact office operations
- Supervises the ordering & maintenance of office supplies & equipment, looking for cost management and efficiency in these duties
- Owns and oversees file management, ensuring that company files are saved correctly, labeled accurately, and maintained properly
- Contributes toward a pleasant working environment and supports office culture through team-building opportunities and thoughtful acknowledgement of anniversaries and birthdays
- Helps maintain clean office and ensure space is visitor ready
- Additional clerical and administrative tasks may be assigned at a later date dependent on needs of the business

**Qualifications**
- Bachelor’s degree preferred, but 4+ years in office administration or C-suite support will be considered equivalent
- Proficiency in all Microsoft Office programs, including Excel and PowerPoint
- Proficiency with online calendaring systems including Google Calendar
- 1+ years in office administration

**Competencies**
- Collaboration skills - critically important in a small business
- Initiative
- Ethical conduct; ability to maintain confidentiality
- Attention to detail
- Organizational skills
- Ability to multi-task and manage time effectively
- Good judgment & decision making
- Must be eligible to work in the United States

**Other things to know about this job**
- Monday-Friday schedule, hours can be flexible. Some remote work may be possible but will primarily be in the office regularly for mail and in-office tasks. Office is near Truck Yard Dallas.
- This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
- Some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
- Position requires working a full workday and showing up for work every day.
- We offer Medical, Dental and Vision benefits after 60 days of employment.
- We offer 18 days of PTO for a full year, which will be prorated your first year depending on start date. PTO is available after 30 days of employment.
- We’re nice people, and we like working with nice (and smart) (and funny is a bonus) people

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