The Executive Assistant and Office Manager is responsible for providing high-level administrative support to executives, handling correspondence, scheduling appointments, and managing their calendars. Duties and responsibilities will also include that of the Chairman’s. Additionally, they oversee the general administrative functions of the office, including ordering office supplies, setting up and cleaning up of meetings, and coordinating travel arrangements. This role manages the office facilities, responding to building maintenance issues and communicating with vendors and staff until resolution. This individual will also lead event planning throughout the year and act as a gatekeeper, screening and prioritizing communication and inquiries, both internal and external. This position will directly manage the Receptionist.

Duties/Responsibilities:

• Manages all correspondence addressed to the CEO, by reading, researching, and routing it correctly. This includes:
  • The writing, creation, and organization of responses of general correspondences, memos, charts, tables, graphs, business plans, emails, etc.
  • Drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Schedule and organize complex activities such as meetings, travel, and department activities.
• Welcomes guests and customers on behalf of the CEO by greeting them, and answering/directing any inquiries.
• Handle confidential and non-routine information related to the CEO’s business.
• Create and develop visual presentations utilizing Microsoft Office Products, such as PowerPoint, Excel, and Word.
• Work independently and within a team on ongoing and one-time special projects.

• Act as a project manager for said special projects, which may include but is not limited to:
  • Presentation planning and coordination
  • Budget allocation
  • The dissemination of information, for use of a project or audit
  • Organization of companywide events
  • Organization and management of office seating, renovation, and maintenance

• Document management, which includes the filing, faxing, copying, and arranging pick-ups and deliveries of critical documents and items.
• Expense management, which includes organizing and filing expense reports and credit card management.
• Provide customer and team member care in escalated situations.
• Run personal and corporate errands as necessary.
• Provide support to the Aggarwal and Gupta Family Foundation (AGFF).