Job Overview:

The Executive Office Coordinator will perform a wide range of administrative and office support activities and aide the executives in facilitating efficient operation of the organization.

Responsibilities

• Serves as the primary contact for the company, greeting and establishing rapport with employees, clients, visitors, and all other guests

• Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, managing office supply inventory, and completing clerical functions

• Answers and directs telephone calls; appropriately relaying important information promptly and clearly, maintaining confidentiality as needed

• Maintains comprehensive and accurate records

• Coordinates appointments and schedules

• Maintains the executives’ appointment schedules by planning and scheduling business and personal meetings, conferences, and teleconferences, including the arrangement of travel plans when necessary

• Assists executives with daily administrative duties and completes a broad variety of administrative tasks that include preparing for meetings, keeping track of meeting progress and follow-up items, composing and preparing correspondence and other documents, completing expense reports, itineraries and agendas, and compiling documents for meetings

• Assists executives in preparing for meetings, including preparing materials, keeping track of meeting progress and follow up items, and preparing and revising correspondence and other documents, as necessary

• Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately

• Works with the Human Resources team to acquire and arrange for computer equipment to be available for new employees at hire

• Plans in-house and/or off-site activities of the organization

• Organizes maintenance companies to keep the office clean and safe and to ensure its appliances are in good working order

• Receive and sort daily mail, filing appropriate documents accordingly

• Pick up deliveries and run errands as needed

• Contributes to team effort by accomplishing related results as needed

• Ensuring the office remains clean and organized

• Checking and maintaining office supply inventory, ordering new supplies as needed

• Operating and maintaining office equipment such as computers and copiers

Qualifications / Skills

• High school diploma, GED, or equivalent
• Two to three years’ experience as an administrative or office manager
• Detail-oriented; good time management skills and ability to prioritize work
• Highly organized and self-motivated
• Excellent verbal and written communication skills
• Interpersonal skills
• Advanced computer skills, with an aptitude to learn new systems and procedures
• Flexibility to adjust to new tasks should company or office needs change
• Demonstrates ability to take initiative, anticipate needs and exercise independent/sound judgment.