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 a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
Assist the CEO with his daily schedule and duties, to include managing his calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
Provide general administrative to include.
Receiving and interacting with visitors;
Answering and managing incoming calls;
Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);
Drafting correspondence and presentations;
Recording, transcribing, and distributing notes/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
Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
Assist with various payroll and human resources functions
Perform accounts payable processing and other basic accounting functions to include:
Reconciling invoices and filling out payments request with proper coding;
Assist with entering and processing approved payments;
Developing and maintaining files; and
Developing and maintaining various financial databases and reports.
Skills and Experience
4+ years of solid administrative experience in an office setting;
Prior experience with international development and/or non-profit organizations, and/or working in a start-up business environment (preferred);
Excellent verbal and written communications, networking, and presentation skills (in English);
Excellent organizational skills and attention to detail;
Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint);