Executive Assistant / Office Manager

Summary:

The Executive Assistant/Office Manager (EA/OM) will have two primary functions: 1) provide executive support in a one-on-one working relationship to three Executives and 2) complete necessary tasks to keep the office and all associated logistics running smoothly.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. He or she will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities

  • Completes a broad variety of administrative tasks for the Executive team including: Managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the Executive's schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to their time.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executives, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the Executives and internal departments; demonstrating leadership to maintain credibility, trust and support with all team members.
  • Works closely and effectively with the Executive team to keep them 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 team updated.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
  • Arrange office events like happy hour, birthday celebrations, staff meetings, etc.
  • Order office supplies.
  • Manage current phone system.
  • Maintain a pleasant appearance of the reception area, conference rooms and break room.
  • Coordinate repairs to office equipment.
  • Answer phones and transfer calls to the appropriate employees.
  • Greet, assist, and escort visitors to an office or meeting room.
  • Accept and sign for packages, and distribute mail.
  • Make courier arrangements. Travel to post office.
  • Ability to manage special projects with confidence requiring minimal supervision.
  • Arrive in time to open the office at 8:30 AM and close at 5:00 PM promptly if necessary.
  • Miscellaneous office tasks.

Characteristics of Ideal Candidate:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, customers, external partners, and vendors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

Education/Experience:

  • At least 5 years’ experience working for C-Level executives
  • High travel IQ
  • Advanced MS Word, Excel, and PowerPoint.
  • Proficient in Adobe
  • Prefer Bachelor’s Degree but not mandatory

Location:

This position will be located in Charlottesville, VA

To apply, please email resume and cover letter to Kate Van Bremen