Executive Administrative Assistant/Office Manager (EAOM)
Reporting to the CEO & serving the entire Executive Leadership Team, the Executive Administrative Assistant/Office Manager (EAOM) aids various executives with complex organizational responsibilities and supports the operations of the local office with routine tasks that range from complex to everyday tasks associated with strict office management. Responsibilities vary from simple ones handled independently to the complex that requires coordination of variables and individuals. The EAOM serves as a primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO. Serving as the primary support and liaison between executives and the organization, this individual represents the company in both activities and image.
The EAOM completes a broad variety of administrative tasks for the CEO and other executives including managing an extremely active calendar of appointments, phone calls, and emails and acting as “gatekeeper” where needed. Completes expense reports; composes and prepares correspondence; arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings. Also organizes and coordinates executive outreach and external relations efforts; oversees special projects; and supports day-to-day local office operations. Lastly, working in a small company environment, this individual needs to be prepared to pitch in wherever needed; excited to consider any help requested, a part of their job.
Key to Hiring
The EAOM must be creative, enjoy working in a mission-driven organization and be community oriented. The ideal individual will have the ability to exercise sound judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, as well as the ability to maintain a realistic balance among multiple priorities. The EAOM will have the ability to work independently on projects, from conception to completion, and must be able to work under high pressure at times to handle a variety of activities and confidential matters with utmost discretion.
Primary Objectives: The EAOM will review, understand and perform front desk, office manager, and executive assistant responsibilities with excellence in the following time frame:
From day 1, the EAOM will immediately handle front desk duties including tasks such as answering phones, greeting guests and being the gatekeeper for incoming calls and vendors, and will take on the responsibility of coordination calendars and scheduling meetings.
Within the first 30 days, the EA/OM will act as the office manager, which means being the lead interface for all facility support and management, office operations, ordering of supplies, relations with vendors, and cleaning of meeting rooms and kitchen.
Within the first 60 days, the EA/OM will be the central resource for: compiling and/or preparing of executive and company presentations and reports, scheduling and management of travel, events and meetings for the Executive Leadership Team including the completion of expense reports , clerical duties supporting the Finance and Human Resources Department, and scheduling travel and meetings for employees and other 3rd parties.
Secondary Objective: Work with all the departments to efficiently and accurately understand processes and procedures and identify opportunities to streamline workflow, reduce the time and effort involved for the executives of the company within the first 120 days.
Key Characteristic & Abilities
Personality and Interpersonal Skills: Success in this role requires a true team player who is solutions-oriented and willing to go above and beyond the call of duty to drive value for the organization. Representing the Office of the CEO you will interface with every part of the organization and external constituents. Working with a wide variety of personalities requires tremendous flexibility in communication styles. The position requires great humility because your primary responsibility is to make other jobs easier and success often means your actions made activities go so smoothly no one even notices all the items you coordinated. The individual in this role should pride themselves on their ethical commitments and responsibilities as they will be privy to very confidential information.
Diverse Interests and Abilities: This individual will perform tasks that range from straight forward, maybe considered menial by some, e.g. cleaning of kitchen, answering calls from the main phone, etc. to the sophisticated and professional, communicating with external C-level individuals and representing Profisee at the highest levels. All of these require confidence that you are an essential part of the leadership team, while viewing your responsibility with an attitude of serving.
Organization and Anticipatory Abilities: Since you will be supporting a variety of individuals, your organization skills will be required to keep multiple balls in the air and ensure that none hit the ground. This requires you to anticipate needs in advance, have the ability to make decisions for individuals to meet the urgency and quantity of tasks that must be completed, and be VERY detail oriented to ensure that the executives you support do not have to concern themselves with small but important details.
Comfortable with Ambiguity and Change: The executives you serve live in a world where new items can arise caused by external forces outside of their immediate control. This means you must be comfortable in an environment where some things may not be known, but action must still be taken.
Key Drivers & Company Values
Growth Mindset: This is the core key value at Profisee which is that we can all learn and grow There are no limits and we accept mistakes as a part of growing and trying new things. This is one of the things that makes work, life, and our environment both fun and rewarding.
Get Stuff Done: Successfully completes crucial aspects of deliverables with a hands-on approach, including personal correspondence written and verbal, and other tasks that facilitates the CEO’s ability to effectively lead the company. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Purposeful Urgency Researches, prioritizes and follow-up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Completes special projects and other duties as assigned in a timely manner.