Office Manager/Executive Assistant

The Office Manager/Executive Assistant is highly organized and passionate about supporting the Executive Leadership Team. This individual will demonstrate exceptional attention to detail and a keen ability to thrive in a fast-paced and dynamic environment with constantly evolving priorities. This person is highly self-motivated and exercises exceptional judgement and discretion in a variety of high-pressure situations.

This is a full-time position, on-site position based at our headquarters in Grand Rapids, MI.

Principal Duties and Responsibilities:

CVO Assistant Duties

• Provides administrative support in a highly organized fashion to the Chief Vision Officer (CVO). This includes the organization of all electronic and paper documents, calendar (personal and professional), meeting notes/agendas, and the overall presentation of the CVO’s office and EA’s cubical space. The EA is the first point of contact for phone calls and visitors for the CVO.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CVO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Plans, coordinates, and ensures the CVO’s schedule is followed and respected. Provides gatekeeper and gateway role, creating win-win situations for direct access to the CVO’s time and office.
• Manages, plans, and organizes the CVO’s calendar, including creating and delivering presentations, meeting agendas, and any supporting materials, ensuring that the CVO and attendees are prepared for the upcoming meeting.
• Works closely and effectively with the CVO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CVO updated.
• Enhances the CVO’s reputation by accepting ownership for accomplishing new and different requests and exploring opportunities to contribute to job accomplishments.
• Anticipates the CVO’s needs and strategically brings together appropriate people and resources to support the CVO in addressing these issues.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Performs reporting functions using Excel, including organizing and presenting data in a clear and concise manner.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, emails and other tasks that facilitate the CVO’s ability to effectively lead the company.
• Handles meeting and event coordination, including conducting polls for availability, reserving meeting rooms, arranging for catering and equipment needs, preparing and distributing agenda and meeting materials, taking minutes/notes, and coordinating action items.
• Completes critical aspects of routine tasks and special assignments by establishing objectives, setting priorities, managing time, gaining collaboration of others, monitoring progress, problem solving, and adjusting plans.

Office Management: 

• Seamlessly juggles the many responsibilities of making an office run, which includes assisting with conference room scheduling, ordering office/kitchen/bathroom supplies, keeping the office organized, sorting and distributing incoming mail, and processing outgoing mail and packages. Become proficient in all internal systems and processes.
• Makes business travel arrangements, develops travel itineraries and agenda, books transportation, arranges lodging and meeting accommodations, and prepares expense reports.
• Coordinates onboarding of new employees, including electronics, office set up, business cards, and schedules introductory meetings.
• Exercise’s initiative, independent judgment, and discretion in screening all incoming calls, greets and escorts visitors, and corresponds to written and oral requests for information.
• Reconciles corporate credit card receipts against transactions to ensure expenses are appropriate, and codes them to the correct general ledger account for posting by the Finance Team.
• Performs all other duties as assigned. 

Facilities Management: Becomes the main point of contact for all building-related service providers, including but not limited to: HVAC, janitorial, plumbing, electric, and landscaping partners.

Event Organization:  Manages the logistics for all staff meetings and internal events on an ongoing basis, including ordering food, coordinating set up, etc.

Convivial Brands Expectations of all Employees:

• Adheres to all Convivial Brands Policies and Procedures.
• Always conducts self in a manner consistent with Convivial Brands’ Core Values.
• Maintains a positive and respectful attitude with all contacts.
• Consistently reports to work on time and prepared to perform the duties of the position.
• Meets productivity standards and performs duties as workload necessitates.
• Maintains the privacy of all company proprietary information.
• Treat visitors, vendors, customers, and team members with respect and dignity.
• Able to safely perform the essential functions of the job with or without reasonable accommodation.

Required/Desired Qualifications:

Education, Training, and Experience:

• High School Diploma is required. Bachelor’s Degree preferred.
• Minimum of three years’ experience supporting an Executive(s).

Specific skills, knowledge, and abilities:

• Impeccable organizational appetite with the sense of urgency to make all functions of the role clean, clear, efficient, and concise.
• Proven track record of working effectively in a confidential environment and with highly confidential information and knowledge.
• Uses sound judgment for determining what’s appropriate when sharing information, escalating issues, managing interruptions, making decisions, and flagging urgent needs.
• Positive, upbeat, self-starting, and can-do attitude.
• Enthusiasm to help without being asked. Skilled at anticipating needs.
• Demonstrated take-charge approaches to problem-solving with strong decision-making capability.
• Ability to multi-task, deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
• Highly resourceful team-player, with the ability to also be independently effective.
• Forward looking thinker who actively seeks opportunities and proposes solutions.
• Must always maintain a professional appearance.
• Advanced PC knowledge in Microsoft Office, including highly proficient skillset in Excel, experience with Pivot Tables and VLOOKUP preferred.
• Occasional nights and weekend communication is required to promptly solve issues that arise.

Disclaimer Statement

The above information has been designed to describe the general nature and level of work performed as noted. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Convivial Brands ELC, Inc. is an equal opportunity employer. All qualified candidates will receive consideration without regard to race, color, religion, sex or national origin.

Salary : $60,000 - $70,000