Office Manager / Executive Assistant - Tempe

• Monday through Friday 8am-5pm
• Monday through Thursday 7:30am-5:30pm or 8am-6pm and half day Friday 8am-12pm

Start Date: Upon passing background check

Benefits: Medical, Dental, Vision, Long & Short Term Disability, Life Insurance, 401k with 4% company match. Vacation, Sick, and holiday pay.

RESPONSIBILITIES

Duties for President:-

Maintain and manage the President's calendar.-

Schedule meetings, appointments, annual reviews, job interviews, and events.-

Prioritize and coordinate commitments to optimize the President's workload effectively.-

Anticipate and proactively address potential scheduling conflicts or issues.-

Attend meetings with the President, taking accurate minutes and distributing summaries and action items. -

Follow up on action items to ensure timely completion.-

Coordinate travel arrangements, including booking flights, accommodations, transportation, and creating detailed itineraries for President. -

Ensure President has all necessary documentation and resources for trips.-

Assist in coordinating and managing special projects as assigned by the President. -

Be prepared to handle urgent matters and crises, providing support and assistance as needed.-

Ensure President has all necessary documentation and resources for trips.-

Maintain and organize important documents, reports, and files, both in physical and digital formats.-

Assist in project coordination, tracking tasks, deadlines, and deliverables.-

Compile and analyze data and create reports as needed.-

Proactively identify and address administrative and operational issues that may impact the President's productivity.-

Maintain the highest level of confidentiality.-

Schedule and assist in preparing materials for business retreats. -

Follow up on action items to ensure timely completion.-

Assist Accounting Manager/Controller with holiday gift list and maintenance of Vantagepoint CRM

Other Duties:

• Coordinates with building maintenance, janitorial, plant services, and copier machines.
• Schedules Quarterly Teambuilding and Business Retreat events.
• Coordinate monthly luncheons.
• Update & maintain employee phone list/extensions, reprogram phones/extensions.
• Coordinates employee birthdays and new employee orientation
• Coordinate annual license renewal/payment, of professional licenses, DBE re-certifications, track, maintain, and schedule Continuing Education credits, log hours, research applicable courses.
• Assist and research planning of Annual Holiday Party.
• Enter vendor invoices after Accounting Manager/Controller review.
• Assist in preparation of sub-consultant agreements, coordinate with Project Manager and/or Senior Management.
• Maintain vendor insurance certificates, and request certificates of insurance for new projects.
• Enter house expenses: postage, CD's, flash drives, special printing or other reimbursable costs.
• Assist in any ad-hoc duties, projects, and activities as and when required.
• Mail - receives, sorts, and routes mail, coordinates/assists with outgoing mail & FedEx.
• Restock paper in all copiers: daily, fill snack dispensers, maintain supplies, snacks
• Maintain cleanliness of the kitchen, coffee machine and conference rooms

• Proven office management skills
• Strong Word, Excel and Outlook ability
• Ability to assist with project management
• Strong written and verbal communication skills
• Organized with the ability to multitask
• Strong interpersonal skills to interact positively with clients and co-workers
• Attention to detail to ensure tasks are completed thoroughly and correctly
• BACKGROUND CHECK REQUIRED!