Office Administrator/Executive Assistant

About the position

We are seeking a highly organized and detail-oriented Office Administrator/Executive Assistant to join our team. The ideal candidate will be responsible for managing office operations, ensuring that the office runs smoothly and efficiently, and providing administrative support to the Company's owner. This role requires excellent communication skills, a proactive attitude, and the ability to multitask in a dynamic environment.

Responsibilities

• Manage office supplies, equipment, and other administrative needs.
• Maintain confidential files and records.
• Organize and maintain company documents, such as phone lists, contact lists, etc.
• Assist with order management, including preparing, shipping, and tracking orders.
• Answer phone calls, assist with customer inquiries, and redirect as necessary.
• Handle miscellaneous administrative tasks, such as managing subscriptions, assisting with Zoom setups, and running errands.
• Manage and maintain the owner's calendar, including scheduling appointments, meetings, and travel arrangements.
• Draft, edit, proofread correspondence, emails, and presentations on behalf of the owner.
• Prepare reports, presentations, and other documents as needed.
• Act as the point of contact between the owner and internal/external stakeholders.
• Manage customer visits, including creating signs and agendas, preparing gift bags, providing snacks and refreshments, and coordinating travel logistics if needed.
• Handle logistics such as venue booking, catering, and travel arrangements.
• Set up and clean up of presentations, including managing presentation materials and equipment.
• Support the organization and logistics of company events, trade shows, and customer visits.
• Create and update various marketing documents such as forms, process maps, and pricing lists.
• Organize and maintain the marketing room, ensuring all materials are in place and easily accessible.
• Manage inventory of marketing materials and promotional items, including placing orders and coordinating shipments.

Requirements

• Proven experience as an Administrative Assistant, Executive Assistant, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Exceptional time management and organizational skills.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Willingness to take on a variety of tasks and adapt to changing priorities.

Nice-to-haves

• Experience in a Marketing position - preferred.
• Experience with Adobe Creative Suite and graphic design - preferred.

Benefits

• Health savings account
• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Paid time off
• Employee assistance program
• Vision insurance