Office Manager/Executive Assistant

2 weeks ago

Ann Arbor, United States NovoDynamics Full time

We are seeking an Office Manager/Executive Assistant.

Description:

Responsible for creating a welcoming environment for incoming calls and office guests, performing a wide variety of clerical office duties, and supporting Executive team and Finance Department.

Responsibilities

  • Answer, screen and direct incoming telephone calls.
  • Greet customers and visitors and direct them to appropriate contact within the company.
  • Receive and distribute incoming mail, handle outgoing mail and packages.
  • Maintain kitchen and office supplies and coordinate equipment maintenance.
  • Keep reception area, kitchen, and conference rooms neat and organized.
  • Serve as point of contact for all facility-related issues.
  • Coordinate vendor relationships that affect office operations.
  • Assist in the planning and preparation of meetings, conferences and conference telephone calls.
  • Complete expense reports for executives.
  • Prepare responses to correspondence containing routine inquiries.
  • Prescreen calls for Executives.
  • Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Assist with financial functions, including accounts payable, tracking fixed assets and various month-end close transactions.
  • File and retrieve corporate documents, records, and reports.
  • Photocopy and scan documents for executives and Finance Department, as required
  • Assist in preparing invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
  • Provide administrative support to the CEO and Finance Department.
  • Assist with other projects as assigned.

Skills

  • Ability to work independently.
  • Exceptional customer-service and interpersonal skills.
  • Professional personal presentation.
  • Strong organizational skills.
  • Able to deal confidently and effectively with a wide range of people.
  • Ability to handle confidential information appropriately.
  • Computer literate with MS Office skills. Must be comfortable working with spreadsheets.
  • Exposure to accounting is an asset.

Experience

  • 2 years of relevant professional experience.

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