- Provide high-level administrative support to executives, including managing calendars, scheduling appointments, and coordinating meetings
- Prepare and organize materials for meetings, ensuring executives are well-prepared and briefed
- Manage and prioritize incoming communications, including emails and phone calls
- Maintain and organize filing systems, both physical and digital
- Review and edit team job descriptions
- Schedule check-in dates for employee performance reviews
- Assist with offer letters and the onboarding process for new employees
- Be on point of contact for our PEO
- Oversee the day-to-day operations of the office, including managing office supplies, equipment, and facilities
- Coordinate with vendors and service providers to ensure a well-maintained and efficient working environment
- Act as a liaison between executives and internal/external stakeholders, handling inquiries and requests
- Draft, edit, and proofread correspondence, reports, and presentations
- Arrange travel itineraries, accommodations, and logistics for executives
- Process travel expenses and maintain accurate records
- Plan and coordinate office events, meetings, and conferences, order promo items
- Ensure all logistics, materials, and technology requirements are in place for successful event
- Address and resolve operational issues in a timely and effective manner
- Proactively identify areas for improvement and implement streamlined processes
- Bachelor's degree preferred
- Proven experience as an executive assistant or office manager
- Experience with a PEO (Professional Employer Organization) preferred
- Excellent organizational and multitasking abilities
- Strong communication and interpersonal skills
- Proficient in Microsoft Office Suite and other relevant software
- Ability to work independently and take initiative
- Attention to detail and a high level of accuracy
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Office Manager - Minnetonka, United States - Grey Search + Strategy
Description
POSITION: Office Manager
About the Company:
Grey Search + Strategy is a boutique executive recruiting and consulting firm for growth-oriented companies that are tired of the revolving door of mismatched candidates and passive recruiting partners. Unlike bigger, transactional firms that focus more on "fill" than fit, we invest more time, provide more attention, do more research, and add more value to deliver team members that work happier, stay longer and contribute more. We are a dedicated, dynamic team with skill sets that allow us to grow and evolve with our clients' needs. In all we do, we blend passion with professionalism, intelligence with integrity, and focus with fun—all in the name of client satisfaction and personal fulfillment.
About the Role:
You support the Grey Search + Strategy team ensuring the smooth and efficient operation of the office by providing comprehensive administrative support to executives and managing day-to-day office activities. This position requires a proactive and organized individual with excellent communication skills, attention to detail, and the ability to handle a wide range of responsibilities. As a great communicator, you are an ideal ambassador for the Grey Search team and our clients, whether you are connecting one-on-one, on social media, or networking at an event.
Responsibilities:
EXECUTIVE SUPPORT:
ADMINISTRATIVE SUPPORT:
HUMAN RESOURCES SUPPORT:
OFFICE MANAGEMENT:
COMMUNICATION:
TRAVEL COORDINATION:
MEETING AND EVENT COORDINATION:
PROBLEM SOLVING:
Requirements:
This job description serves as a general guideline and may be adjusted to reflect the specific needs of the organization.
