Office Manager

2 weeks ago

New York, New York, United States Noi Solutions Full time

The Executive Assistant/Office Manager will be responsible for supporting the CEO and managing the administrative and organizational functions of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be extremely well organized, detail oriented and flexible. This individual must have excellent judgment and be able to function effectively in a fast-paced, dynamic environment with minimum supervision.

Office Manager Responsibilities:

  • Implement processes and procedures to ensure an effective, efficient, and pleasant work environment.
  • Manage vendor/facility relationships including building management and external service providers (phone, IT, copier etc.).
  • Negotiate and manage purchase of services, supplies, furniture, and equipment for the office in accordance with company policy.
  • Manage inventory of office supplies, cleaning supplies, and pantry supplies.
  • Manage, organize, traffic all samples.
  • Assist sales team during market week and tradeshows.
  • Ensure office cleanliness and organization.
  • Arrange domestic and international travel for the team.
  • Greet visitors and manage incoming calls.
  • Arrange meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, and managing any other needs).
  • Record and distribute meeting minutes and notes. Follow up on outstanding items.
  • Be the point person for managing, tracking and distributing all incoming and outgoing mail/packages.
  • Assist with HR and finance functions when required.
  • Miscellaneous duties and ad hoc projects.

Executive Assistant to the CEO

  • Maximize the effectiveness of the CEO by efficiently organizing, prioritizing, and managing daily tasks, schedules, meetings.
  • Facilitate day-to-day requests and other critical action items on behalf of the CEO.
  • Manage and book domestic and international travel.
  • Assist with the CEO's personal tasks and errands.
  • Manage paper and electronic organization of documents and materials.
  • Organize and plan special events.

Position Requirements

  • 4+ years of office manager/executive assistant experience in an office setting.
  • Bachelor's degree preferred.
  • Strong planning and organizational skills with high attention to detail
  • Ability to maintain high levels of confidentiality.
  • Well‐developed interpersonal and communication (both written and verbal) skills.
  • Ability to work independently, exercise good judgment, and take initiative as needed with little direction.
  • Ability to manage multiple, competing priorities successfully and adapt to changing business needs.
  • Ability to thrive in a fast‐paced, rapidly changing environment.
  • Ability to interact effectively with diverse groups of internal and external stakeholders.
  • Professional, friendly appearance and demeanor.
  • Ability to bring energy, enthusiasm, and a positive attitude to the job

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