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Executive Assistant / Office Manager

Lucid

Executive Assistant / Office Manager

Fort Worth, TX
Full Time
Paid
  • Responsibilities

    Job Description

    JOB PURPOSE:  The Executive Assistant/Office Manager will be responsible for the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting multiple people and projects. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.

    SUMMARY OF ESSENTIAL JOB DUTIES:

    • Assist the C-Suite with daily schedule, duties, to include managing calendars, commitments, and travel arrangements (planning itineraries, developing agendas, meeting materials, presentations, and reporting expenses, etc.)
    • Provide general administrative support to the C-Suite to include:
      • Receiving and interacting with visitors
      • Answering and managing calls incoming calls
      • Arranging meetings and conference calls (including coordinating all meeting logistics developing agendas and meeting materials, etc.)
      • Drafting correspondence and presentations
      • Recoding, transcribing, and distributing note/minutes of meetings and
      • Providing other daily support to staff as needed
    • Perform general office/facilities management duties to include:
      • Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed
      • Planning space allocations, layouts, and floor moves as required, arranging for and supervising building maintenance and
      • Maintain office facilities and equipment by assisting with Procurement and Information Technology on routine maintenance and upkeep
      • Work closely with Property Management Group on building upkeep and developments
      • Oversight of building upkeep; working closely with approved groups, i.e. plumbers, electricians, HVAC, contractors, etc.
    • Assist with various Human Resources functions to include:  
      • Assisting with new Associates with the orientation of the office
      • Assist in sending out communication to the organization
      • Assisting in booking travel, hotel accommodations and rental cars
      • Function as liaison with local hotels
      • Negotiate hotel rates
    • Perform basic Accounting functions to include:
      • Mailing and tracking of credit card to facility locations and individuals
      • Developing and maintaining file
      • Developing and maintaining various reports
      • Perform training on Concur to all New Hires and Newly promoted
    • Additional duties as needed

    SKILLS/QUALIFICATIONS:

    • Excellent verbal and written communications, networking, and presentation skills
    • Excellent organizational skills and attention to detail
    • Ability to work autonomously with little to no direction and takes initiative
    • Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines
    • Outgoing, straightforward, and creative
    • Results and detailed oriented
    • Strong interpersonal skills
    • Adaptable, flexible problem solver
    • Team focused, enjoy working as part of an active group of highly engaged individuals
    • Presents a high degree of maturity, honesty, trust and integrity and cultivates these qualities in others
    • Ability to work closely with other departments
    • Supervisory experience leading a Team
    • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
    • Knowledge of Salesforce, Navision, Concur

     

    EDUCATION, CERTIFICATES, LICENSES, REGISTRATIONS:

    • High School Diploma and/or GED required
    • BS or AS in Business Administration, Accounting, Economics – preferred but not required
    • ACEA (Advance Certification for the Executive Assistant) Certification – preferred but not required
    • Notary Certification – preferred but not required
  • Qualifications

    Additional Information

    We are an Equal Employment Opportunity Employer.

  • Industry
    Legal Services