Job Requirements
King of Prussia, PA
Confidential Polygraph Unspecified
Career Level not specified
Salary not specified
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Job Description
Office Manager Executive Assistant
On-site 5 days/week
The Office Manager position provides on-site office support, to the King of Prussia office. This individual will be responsible for the smooth functioning and daily operations of the office. Will interact with clients and employees while on-site. Provides logistical support to office, including remedy requests, organization of fax/copy/mail area, ordering supplies, organization of onsite meeting logistics. Maintains general organization of the common spaces. Orders supplies and conducts special projects as assigned (e.G. Department moves, project tracking).
Additionally, the Office Manager provides advanced executive administrative support to assigned members of the Senior Leadership Team. Handles invoicing process, coordinates procurement and accounts payable processes. Coordinates on boarding for new employees. Under the direction of leadership provides high-level administrative support and coordinates with internal/external parties to carry out necessary department functions.
Specific job duties:
Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment
Oversee day-to-day office activities as main point of contact and ensure coverage at the reception desk at all times
Anticipate the needs of the office and the visitors and pro-actively champion a positive visitor experience
Maintain active contact and relationships with the building management and other tenants at the KOP location
Provide direct administrative support for assigned executives as needed, including scheduling appointments, calendar management, meetings, and events;booking travel;completing expense reports;maintaining file systems;mailing and shipping packages;and updating contacts database and employee lists
Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate catering/food deliveries when requested
Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
Oversee visitors to the office and ensure a friendly, personal and professional experience
Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
Maintains inventory of office supplies;orders new supplies as needed.
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
Organize office operations and procedures, including Safety protocols, adherence to fire and evacuation
Manage relationships with vendors, service providers, and landlord
Basic understanding of Budgets and Billing process and ability to negotiate optimal rates/value
Work with the wider team of Administrative Assistants/Exec Assistants/staff and pitch-in as and when needed for planning and support purposes
Flexibility and willingness to collaborate and cover for support for other areas as needed
Responsible for creating PowerPoint slides and making presentations
Plan, manage and execute local company events
Stay up to date on local/ area specific information to better support and advise the leadership team for travel, dining and accommodation options
Responsible for developing standards and promoting activities that enhance operational procedures and local employee engagement
Other duties and tasks as assigned
Desired Skills and Qualifications:
Bachelors Degree
On-site 5 days/week
Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, Teams/Sharepoint and Microsoft products
Minimum 3-5 years of experience as an Office Manager
Minimum of 3-5 years of experience as an Executive Assistant
Strong organizational and time management skills required
Excellent written and oral communication skills essential for professional phone and personal contacts
Ability to keep sensitive information confidential is critical
Ability to work independently and in a team environment
Knowledge of business operations and policies is helpful
On-site 5 days/week
The Office Manager position provides on-site office support, to the King of Prussia office. This individual will be responsible for the smooth functioning and daily operations of the office. Will interact with clients and employees while on-site. Provides logistical support to office, including remedy requests, organization of fax/copy/mail area, ordering supplies, organization of onsite meeting logistics. Maintains general organization of the common spaces. Orders supplies and conducts special projects as assigned (e.G. Department moves, project tracking).
Additionally, the Office Manager provides advanced executive administrative support to assigned members of the Senior Leadership Team. Handles invoicing process, coordinates procurement and accounts payable processes. Coordinates on boarding for new employees. Under the direction of leadership provides high-level administrative support and coordinates with internal/external parties to carry out necessary department functions.
Specific job duties:
Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment
Oversee day-to-day office activities as main point of contact and ensure coverage at the reception desk at all times
Anticipate the needs of the office and the visitors and pro-actively champion a positive visitor experience
Maintain active contact and relationships with the building management and other tenants at the KOP location
Provide direct administrative support for assigned executives as needed, including scheduling appointments, calendar management, meetings, and events;booking travel;completing expense reports;maintaining file systems;mailing and shipping packages;and updating contacts database and employee lists
Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate catering/food deliveries when requested
Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
Oversee visitors to the office and ensure a friendly, personal and professional experience
Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
Maintains inventory of office supplies;orders new supplies as needed.
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
Organize office operations and procedures, including Safety protocols, adherence to fire and evacuation
Manage relationships with vendors, service providers, and landlord
Basic understanding of Budgets and Billing process and ability to negotiate optimal rates/value
Work with the wider team of Administrative Assistants/Exec Assistants/staff and pitch-in as and when needed for planning and support purposes
Flexibility and willingness to collaborate and cover for support for other areas as needed
Responsible for creating PowerPoint slides and making presentations
Plan, manage and execute local company events
Stay up to date on local/ area specific information to better support and advise the leadership team for travel, dining and accommodation options
Responsible for developing standards and promoting activities that enhance operational procedures and local employee engagement
Other duties and tasks as assigned
Desired Skills and Qualifications:
Bachelors Degree
On-site 5 days/week
Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, Teams/Sharepoint and Microsoft products
Minimum 3-5 years of experience as an Office Manager
Minimum of 3-5 years of experience as an Executive Assistant
Strong organizational and time management skills required
Excellent written and oral communication skills essential for professional phone and personal contacts
Ability to keep sensitive information confidential is critical
Ability to work independently and in a team environment
Knowledge of business operations and policies is helpful
group id: 10195552
