Administrative Assistant and Office Manager

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Job description

What makes a great Administrative Assistant and Office Manager?

When it comes down to it, Admins/Office Managers are expected to keep things running smoothly, no matter what it takes. Think of them sort of like the "utility player" in baseball. A handful of undeniable skills include:

• Knowing all the resources
• Creative Problem Solving
• Emotional Intelligence
• Foresight and Anticipation
• Multitasking
• Adaptability
• Resourcefulness
• Grit
• Prioritization and Attention to Detail

Do you have these skills? If the answer is yes and you are looking to join a growing company that has an engaged and collaborative culture (walks the walk...), please keep reading.

Responsibilities & Duties:

• Includes, but is not limited to, providing administrative support and facility management to ensure efficient operation of the office.
• Responsibility for confidential and time sensitive material, and to become familiar with a variety of the Company's concepts, practices and procedures.
• Ability to effectively communicate via phone and email ensuring that all duties are completed accurately, delivered with high quality and in a timely manner.
• Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
• Additional requirements include collaborating with the Company's recruiting team and performing Customer Relationship Management (CRM) administrator tasks.

Role Support Breakdown:

Leadership Team Support 40%

• Provide administrative support to Company executives including but not limited to scheduling meetings, maintaining calendars, ordering breakfast and/or lunch, preparing memorandums and other correspondence.
• Greet office visitors and ensure any COVID-related paperwork is completed.
• Support Company initiatives related to internal meetings, presentations, social and community events, etc.
• Draft and edit presentations to clients including proposals.
• Photocopy and filing (hard and soft copies), as needed.
• Holiday cards (mailing hard copies; emailing soft copies; ongoing update of master data list; periodic check-ins with leadership team on master data list to avoid last minute rush.

Office Management 40%

• Maintain office by: organizing office operations and procedures; controlling correspondence; designing and utilizing filing systems; and ordering, reviewing and approving supply requisitions (office supplies, snacks, beverages, etc.).
• Maintain relationships with Company Vendors.
• Maintain office efficiency by assisting in planning & implementing office systems, layouts, and supply & equipment procurement.
• Maintain and service office supplies and technologies (copier/printer, postage meter).
• Monitor security data and clearance and provide weekly reporting.
• Ensure that the office is organized (e.g. clean and presentable).

Recruiting/CRM Support 20%

• Maintain data integrity in Company's CRM system including, but not limited to, updating client and candidate profiles, eliminating duplicate information, and enforcing data entry requirements.
• Ensure Applicant Tracking System (ATS) polices & procedures are current and accurate.
• Create and distribute periodic reporting from the CRM.
• Review closing reports for compliance with policy.
• Ensure the Holiday Card information is current and included in the Company's CRM.

Qualifications & Skills:

• Bachelor's Degree required
• Minimum 5 years of office management and/or administrative support experience preferred
• Experience in a Professional Services or Sales environment
• Experience using Office365/SharePoint required
• Intermediate to advanced experience with Microsoft Office Suite Programs required
• Must be highly organized and work well independently and with a team
• Must have strong people and organizational experience
• Effective verbal and written communication skills
• Ability to work well with all levels of Company personnel
• Attention to detail and high level of accuracy required
• Ability to prioritize tasks and shift priorities as needed
• Resourceful problem solver and capable of dealing with different personalities (don't worry, we are a lovable bunch)

ABOUT FIDATO PARTNERS:

For our clients, Fidato Partners provides proven and trusted business consulting and recruiting services in accounting, risk management, and information technology, enabling companies to achieve greater growth and performance by filling critical resource and knowledge gaps. For our employees, Fidato Partners firmly believes in opportunity and collaboration. We are a firm that acknowledges effort and rewards on merit.

Fidato Partners is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, age, national origin, marital status, disability, handicap, sexual orientation, ancestry, veteran status, military status, gender, gender identity, results of genetic testing, or any other status or condition protected by federal, state, or local laws.