Executive Assistant and Office Manager

$41,600 - $41,600/Yr

Bigfoot Ventures - Indianapolis, IN

Full-time - Entry Level

Indianapolis, IN

About the position

We are seeking a highly skilled and organized Executive Assistant/Office Manager to join our team at Bigfoot Ventures in Indianapolis, IN. The ideal candidate will be responsible for providing exceptional administrative support to our leadership team, ensuring seamless day-to-day operations, and fostering a positive and productive work environment. This role is crucial in maintaining the efficiency of our office and supporting our executives in their daily tasks. The Executive Assistant/Office Manager will be the backbone of our office, managing various administrative functions and ensuring that all operations run smoothly. In this position, you will provide administrative support to senior leadership, which includes scheduling meetings and appointments, managing calendars, and maintaining confidentiality. You will also manage the office environment, coordinating office supplies, maintaining cleanliness and organization, and ensuring compliance with company policies and procedures. Handling all incoming and outgoing correspondence, including emails, letters, and phone calls, will be a key responsibility, requiring exceptional phone etiquette and communication skills. Additionally, you will prepare and distribute meeting materials, presentations, and other documents, demonstrating strong clerical skills and attention to detail. Developing and maintaining office systems and procedures, managing office supplies, equipment, and maintenance will also be part of your duties. You will assist with special projects and events, such as organizing company-wide meetings, coordinating travel arrangements, and preparing presentations. Providing excellent customer service to internal and external clients is essential, as is maintaining accurate and up-to-date records, including employee data and company policies. Ensuring all office equipment and systems are functioning properly, including phone systems and computer software, will be part of your daily tasks.

Responsibilities

• Provide administrative support to senior leadership, including scheduling meetings and appointments, managing calendars, and maintaining confidentiality.
• Manage the office, including coordinating office supplies, maintaining the office's cleanliness and organization, and ensuring compliance with company policies and procedures.
• Handle all incoming and outgoing correspondence, including emails, letters, and phone calls, with exceptional phone etiquette.
• Prepare and distribute meeting materials, presentations, and other documents, with attention to detail and strong clerical skills.
• Develop and maintain office systems and procedures, including managing office supplies, equipment, and maintenance.
• Assist with special projects and events, such as organizing company-wide meetings, coordinating travel arrangements, and preparing presentations.
• Provide excellent customer service to internal and external clients, with a focus on building strong relationships and resolving issues promptly.
• Maintain accurate and up-to-date records, including employee data, company policies, and other administrative files.
• Ensure all office equipment and systems are functioning properly, including phone systems and computer software.

Requirements

• Proficiency in Microsoft Office and Outlook Calendar.
• Strong computer literacy and the ability to learn new software quickly.
• Excellent typing skills and the ability to maintain a high level of accuracy.
• Experience working in an office environment, with a focus on organizational skills and attention to detail.
• Strong phone etiquette and the ability to handle high-pressure situations.
• Experience in a clerical role, with the ability to perform administrative tasks efficiently and effectively.
• Excellent customer service skills, with the ability to provide a positive and welcoming experience to all clients.
• Proven organizational skills, with the ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• German language skills.

Nice-to-haves

• Experience with Microsoft Excel and PowerPoint (1 year preferred).