This role ensures our corporate and satellite offices run smoothly while serving as a trusted partner to executives, providing proactive, high-touch support in a fast-paced environment. You will manage complex calendars and priorities, handle sensitive matters with discretion, and keep leaders and teams operating efficiently through strong coordination, sound judgment, and continuous process improvement.
A Day in the Life...
- Supports and manages corporate office Facilities team, including to ensure correct functioning of facilities, office and/or business support services. Helps to manage security badges for the satellite office and provide weekly attendance reports.
- Helps to oversee, coordinate and support administrative activities and services in the corporate office and satellite office and ensures smooth operation of both offices.
- Drives and assists with facility improvement projects, office layout planning, office moves (including coordination with Tech team), and furniture set up/modification.
- Assists in developing and maintaining office/Facilities budget.
- Oversees office interactions, including responding to requests and questions about offices and office operations.
- Supports assigned Executives in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, calm, resourceful and efficient.
- Prioritizes and manages multiple calendars at once, acting as a gatekeeper, handling matters confidentially, expeditiously, pro-actively and independently and following through on tasks until successful completion.
- Leverage strong technical acumen to provide robust support while anticipating and adopting innovations in business-building digital and technology applications – serves as a super user of applicable internal and external tools (e.g., Outlook, Concur, etc.) and provide guidance to others.
- Communicate effectively through verbal and written communication to all levels of the organization.
- Suggests new processes/procedures to expedite projects and day-to-day workflow and shares knowledge with others to increase knowledge and consistency for all.
- Monitors incoming invoices for processing and payment, track invoices through the payment process and providing information to the finance department. Assigned as a Super User in the Ivalua system – responsibilities include creating purchase orders, creating goods receipts, coordinating the on-behalf-of (OBO) requestor and vendors (as necessary), and working with the Accounts Payable department to troubleshoot any invoicing issues.
- Supports Board Relations – working with the Board Relations Coordinator: responsible for administrative duties associated with Board Meetings, Road Show and any other Board specific event/outing; proficient in Diligent to be an additional resource within the team; and attend in-person Board meetings to assist Board Members, SLT, presenters or attendees with any miscellaneous request or task.
- Assist with onboarding of new team members as needed
- Help to develop and maintain office/facilities related budget
- Provide other administrative and executive assistant support as needed/requested
What We Are Looking For:
Required
- Business software applications, specifically Microsoft Office Suite and/or Office 365
- Proven ability to manage teams and support executives
- Proven ability to handle confidential matters, when necessary, with tact and diplomacy
- Prior experience in most of the business support functions: administrative services, office services, maintenance, event planning/corporate events
- Comfortable working in a fast-paced office environment
- Excellent written and verbal communication skills
Education:
No Minimum Education Specified
Work Experience:
At least 5 Years of Experience
Annual Salary:
$96,200 - $120,200
The base salary range information above serves as a guideline of the position’s typical hiring range. We value and appreciate what makes you unique and will consider a variety of factors when determining an offer. These factors include, but are not limited to, your skills and experience, external and internal benchmarks, as well as overall company considerations. Certain positions may be eligible for short-term and long-term incentive rewards. We also offer a competitive and comprehensive benefits program that supports all aspects of your health and well-being.
Benefits:
Complete insurance package on Day-1 that includes a plethora of health and wellness programs
Health, Dental and Vision insurance
Health savings account
Flexible spending account
Life and accident insurance
Employee assistance program
Telehealth services
1:1 health coaching
Supportive benefits for all the stages of your life
401(k) with up to 6% Company matching; additional potential discretionary match at year-end
Short-Term Incentive/Performance bonuses
Flexible scheduling options
Vacation pay, up to three weeks of time (pro-rated for your first year of employment)
Holiday pay for 12 holidays
Career development and growth opportunities
Tuition/Education assistance programs
Access to LinkedIn Learning
Scholarship programs for children of employees
Parental leave
Bright Horizons Family Solutions – Back-up care, tutoring, etc.
Adoption assistance
Bereavement leave
Up to $300 fitness reimbursement
Up to $300 massage reimbursement
Employee appreciation events
Employee discounts
Charitable giving
