Office Manager & Executive Assistant This position is responsible for various front and back-office duties, supporting the organization's mission, investors, allied, and members of staff.
Reports directly to the President/CEO
Office Suite Duties Ensure staff is well informed of office and building management issues and act as building suite safety representative. Maintain efficient operation of office suite equipment i.e., copiers, phones, security technology, and IT equipment. Manage and execute equipment and office contracts Office Finances and Human Resource Duties Manage accounts receivable and payable invoicing, billing records and processing of payments. Quickbooks experience desired Manage annual financial audit with 3rd party auditor while maintaining accurate record keeping in Quickbooks and office filing system. Manage South Carolina Grant funds, maintain grants records, and provide quarterly reports to the SC Department of commerce. Perform basic HR responsibilities to include administering employee benefits, onboarding, payroll, and maintaining employee files. Post jobs, arrange interviews, and coordinate hiring efforts. Point of contact among executives, employees, and other external partners. Office Staff Duties Support the office staff members in execution of the organizational goals and strategic plan. Provide correspondence and meeting planning for the organization's President, Board of Directors, and investors. Strong skills in MS Word and Excel required. Maintain contacts, events, and other records in the CRM database. Provide assistance and support for marketing missions, special projects, and events. Work with other staff to provide support and updates for the production and distribution of the organization's marketing communications, websites, and publications. Social media, marketing platforms and related experience a plus. Assist with compiling research and database information for various publications and general data requests, etc. Manage Office Supplies Executive Manage and maintain President & CEO's calendar and certain correspondence. Work with executive leadership related to Board of Directors. SKILLS REQUIRED Ability to communicate effectively - both verbally and in writing Establish and maintain strong internal and external relationships. Ability to multitask while utilizing organizational skills and prioritizing assignments/tasks. Team player Ability to work in a fast paced, deadline oriented environment with minimal supervision. Interact with internal and external contacts with a positive, energetic outlook. Perform tasks while maintaining confidentiality, integrity, and a strong work ethic. Ability to adapt and learn new software applications. Proficient in MS Office applications including Outlook, Excel, Word, and PowerPoint. Experience with accounting software - preferably Quickbooks Knowledge of an office phone system. Knowledge of virtual meeting platforms such as ZOOM or MS Teams. EDUCATION BS or BA preferred or Associates with at least 4 years relative experience
