Corporate Office Coordinator

1 week ago

MagstattleBas, Grand Est, United States Navigator Energy Services Full time
Job Summary

We are seeking a highly skilled and experienced Executive Assistant and Office Manager to join our team at Navigator Energy Services. This is a critical role that requires exceptional organizational skills, discretion, and the ability to effectively manage multiple priorities simultaneously.

Key Responsibilities
  • Executive Support:
    • Calendar Management: Coordinate and manage the CEO's schedule, including meetings, appointments, and travel arrangements/logistics.
    • Communication: Serve as the primary point of contact between the CEO and internal/external stakeholders. Handle correspondence and phone calls on behalf of the CEO.
    • Documentation: Prepare, edit, and proofread reports, presentations, and other documents. Maintain confidential files and records.
    • Meeting Coordination: Organize and facilitate executive meetings, including agenda preparation, minute-taking, and follow-up on action items.
    • Travel Arrangements: Plan and coordinate domestic and international travel, including flight bookings, accommodations, itineraries, and expense reports.
    • Project Management: Assist the CEO with special projects, research, and data analysis. Ensure timely completion of tasks and initiatives.
  • Office Management:
    • Office Operations: Oversee daily office operations, ensuring a productive and organized work environment. Manage office supplies, equipment, and maintenance.
    • Budget Management: Monitor and manage office budgets, including expenditures and cost-saving initiatives.
    • Vendor Relations: Liaise with vendors and service providers, negotiating contracts and ensuring quality service delivery.
    • Facilities Management: Coordinate with building management for office space maintenance, security, and any necessary repairs or improvements.
    • New Employee Setup: Coordinate with HR to help manage the setup of building access, badges, headshots, and welcome emails for new employees, ensuring a smooth onboarding experience.
  • Event Planning:
    • Event Coordination: Assist in the planning, coordination, and execution of office events, meetings, and conferences, ensuring all logistics, including venue booking, catering, and materials, are organized and managed effectively.
    • Volunteer Event Organization: Coordinate quarterly volunteer events across all offices, liaising with teams to identify opportunities, plan activities, and manage event logistics.
    • Company Swag Management: Oversee the purchasing and management of company swag, ensuring timely availability and distribution for events, employee recognition, and promotional activities.
Qualifications
  • Education:
    • Bachelor's degree in Business Administration, Management, or a related field preferred.
  • Experience:
    • Minimum of 7-10 years of experience as an executive assistant, in support of senior executives or C-suite roles.
Skills
  • Organizational Skills:
    • Exceptional ability to manage multiple tasks and priorities.
  • Communication Skills:
    • Excellent written and verbal communication skills.
  • Technology Proficiency:
    • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Problem-Solving:
    • Strong problem-solving and decision-making abilities.
  • Graphics/Website Design Capability:
    • Desired, but not required.
  • Discretion:
    • High level of discretion and confidentiality.
Personal Attributes
  • Professionalism:
    • Maintain a high level of professionalism and a positive attitude.
  • Attention to Detail:
    • Meticulous attention to detail and accuracy.
  • Initiative:
    • Proactive and able to work independently with minimal supervision.
  • Flexibility:
    • Adaptable and able to handle changing priorities and demands.
Work Environment
  • Location:
    • Office-based role, with occasional travel required.
  • Hours:
    • Full-time position, with the possibility of overtime or irregular hours depending on the CEO's needs.

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