Job Description
Job DescriptionDescription:
Position Summary: The Office Manager/Administrative Assistant plays a crucial role in supporting office operations, including facility management, executive support for Managing Directors (MDs), and coordination of day-to-day activities. This position requires a detail-oriented individual with excellent communication skills who thrives in a fast-paced environment. The Office Manager/Administrative Assistant will report directly to, and work closely with, the Office Head.
Key Responsibilities:
1. Office Facility Management and Administration
- Build and maintain relationship with building management.
- Maintain inventory of office and pantry supplies; anticipate needs and manage orders while maintaining budget control.
- Ensure the smooth operation of office technology and equipment, perform minor tasks, routine maintenance and troubleshooting as necessary.
- Manage corporate credit card and process vendor bills, including related approvals, as needed.
- Welcome clients and guests, providing excellent customer service and answering inquiries.
- Ensure compliance with legal and regulatory postings in coordination with HR.
- Coordinate suite/building maintenance requests and facility improvements.
- Manage mail distribution, package deliveries, and general office upkeep.
- Request building access cards and suite keys for employees.
- Address tech issues and collaborate with IT for necessary supplies and support.
2. Executive and Consulting Team Support
- Maintain MD appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel as requested.
- Conserve consultants’ time by handling client calls, routing correspondence, drafting letters and documents, and collecting and analyzing information as needed.
- Schedule and coordinate meetings and travel for consultants.
- Manage client communications, including drafting correspondence and handling inquiries.
- Prepare and send monthly invoices using the firm’s billing software; following up on outstanding accounts receivable and send past due reminders.
- Input and track monthly expense reports for consultants.
- Prepare independence checks and new client project notices as needed.
- Proofread reports when requested.
- Assist in onboarding processes for new employees, ensuring all necessary resources and access are provided.
3. Event Coordination and Team Engagement
- Plan and coordinate onsite and offsite events as needed.
- Support special projects or research for consultants requiring information collection and analysis.
Requirements:
- Intermediate proficiency in Microsoft Office Suite is required; advanced proficiency is a plus.
- Experience with billing software, such as OpenAir, Coupa, SAP, or Ariba, is preferred.
- Strong organizational and time management skills with exceptional attention to detail.
- Excellent verbal and written communication abilities.
- Ability to manage multiple priorities and adapt to changing circumstances.
- Professional demeanor with a commitment to confidentiality and discretion.
- Teamwork and excellent interpersonal skills are essential.
- Ability to work independently on projects as requested.
- High school diploma or equivalent required; an associate or bachelor’s degree in business administration or a related field is preferred.
- 5+ years of experience in an administrative or office management role, with a proven track record in managing office operations, executive support, and facility management.