Job Description

Executive Assistant/Office Manager

Responsibilities:

• Extensive calendar management in Microsoft Outlook, including the scheduling of Board and multiple Committee meetings, for both internal and external team members and volunteers in various time zones
• Maintain meeting notes for Board and multiple Committee meetings, providing and assigning follow- ups and action points as necessary
• Assist with the preparation of meeting agendas and bi-weekly Board Packs
• Assist with booking and coordinating travel for the team
• Oversee and submit expense reports for company-issued credit cards and employee reimbursements for the team as needed
• Manage shared email inboxes; direct emails to appropriate team members as needed
• Assist with the planning and execution of events, including, but not limited to: conferences, webinars, and networking events
• Assist with event logistics, including onsite tasks at specified events, as needed
• Oversee data management and organization within HubSpot
• Oversee and coordinate office tasks, including but not limited to: managing vendors, handling shipments and deliveries, printing, replenish office and breakroom supplies, maintaining office tidiness, and coordinate communication with property management
• Create, compile, and distribute reports and event attendee lists in Microsoft Excel, sorting/filtering, formatting, and organizing data as needed
• Assist with creation and distribution of communications, including email campaigns, newsletters, and website updates
• Assist with post-event follow-up, analysis, and reporting; administer and oversee post-event surveys, as directed by CMO.
• Assist team with Information Technology needs, serving as the first point of contact for IT troubleshooting, and acting as a liaison between the IT vendor and staff
• Assist with benefits and payroll administration, as directed by the COO
• Support other operations initiatives, as needed
• Other duties as assigned

Knowledge and skills:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 5+ years of relevant work experience in an administrative support role
• Experience in event planning preferred
• Strong organizational and problem-solving skills
• Excellent written and verbal communication skills
• Very strong attention to detail and level of accuracy
• Ability to work independently as a self-starter
• High level of IT expertise, including but not limited to:
• Proficiency in Microsoft Office Suite, including a high level of proficiency in Microsoft Outlook
• Qualitative and simple formula skills in Microsoft Excel and Google Sheets
• Experience in Canva and HubSpot preferred
• Entrepreneurial mindset, that embraces a fast-paced start-up atmosphere
• Confident, with an approachable and dynamic personality
• Ability to work under pressure on multiple events simultaneously, while meeting deadlines with frequent interruptions and competing priorities

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