The role of Executive Office Manager is a key, forward-facing role within the organization. The role coordinates the work of the Executive Office, Senior Management and Sales Team. The Executive Office Manager is expected to manage the daily activities of the office and liaise with all external clients, ensuring a professional level of service and support, while customarily and regularly exercising discretion and independent judgment. The role will report to the Executive Admin and in close collaboration with senior leadership. The Executive Office Manager will also customarily and regularly direct the work of two or more of Cannon Office Service employees.
The primary and key responsibilities of the role will consist of the performance of work directly related to the company’s general operations within the Executive Office, Senior Management and Sales Team, and the Executive Office Manager will customarily and regularly exercise discretion and independent judgment with respect to the following responsibilities, including, but not limited to the following:
Office Management:
· Managing the daily operations of the Executive Office and acting as the focal point for information for all employees
· Responsible for heavy influx of calls to switchboard daily
· Responsible for greeting each visitor to the showroom and directing them accordingly.
· Responsible for maintaining a neat / presentable reception area at all times. Ensure all conference rooms are maintained and cleared after each meeting.
· Coordinate catering for market / showroom appointments – all divisions
· Place orders as needed (bi-weekly) to replenish milk for showrooms and all floors.
· Responsible for placing all supply requests for the division (all floors) on a weekly basis through the Staples Advantage system.
· Responsible for managing the inventory of toner / copier suppliers, paper, FedEx supplies, office supplies, travel trunks, etc.
· Coordinate / research pricing on supplies with the Purchasing department in Bristol to ensure we are receiving the best negotiated rates.
· Process and submit requisition forms as needed to the Purchasing department in Bristol (i.e., hangers, shopping bags, coffee cups w/ logo, etc.)
· Responsible for placing coffee / water / soda orders through Weeks Lerman on a regular basis for all floors.
· Responsible for the consolidation and coordinating pick up of charity boxes as needed.
· Primary point of contact for any maintenance repairs needed on all floors. Responsible for coordinating the necessary maintenance with the appropriate person(s) –
o AC repair / maintenance, Plumbing, Electrical
o Fire extinguisher maintenance / inspection
· Work in conjunction with Building management as it relates to quarterly inspections from fire marshal. Ensure that all areas are maintained to appropriate standards, so we are not fined (i.e., keeping freight area, AC rooms clear, etc.).
· Oversee the day-to-day responsibilities of Cannon Office Service employees (messenger runs, interoffice deliveries, supply management, package distribution, office maintenance, etc.).
· Work with the Marketing Department / Sales as it relates to any showroom maintenance required.
· Alert office services to maintenance issues that need attention for all floors (i.e., light bulb replacement, restocking kitchens, etc.).
Event Planning
· Solely responsible for coordinating office meals / catering for showroom appointments. Work in conjunction with Human Resources and Executive team on in-office and off-site events (Town Hall Meetings, Holiday luncheons, etc.).
Project Management
· Support teams with project contracts, Format information for internal and external communication – memos, emails, presentations, reports, take minutes during meetings, Screen and direct phone calls and distribute correspondence, Organize and maintain the office filing system, help with hiring and onboarding new employees.
Administrative
· Manage new hire process: responsible for coordinating computer / phone requests for new hires through Footprints system.
· Coordinate internal office moves as needed with the Desktop Support Team / Corporate Help Desk
· Providing advanced and confidential administrative support to Executive Admins and Senior Level Executives as needed:
· Complex calendar management
· travel arrangements (both domestic and international)
· Coordinate all aspects of executive level appointments (meeting locations, transportation)
· Prepare agendas and presentation materials as needed.
· Expense reporting through Concur.
· Draft letters, emails, and confidential documents
· Handle highly sensitive and confidential information with the utmost discretion and professionalism.
· Respond to in-person, telephone, and email inquiries in a timely manner.
· Assist in Market Prep and ad-hoc reports / special projects as needed.
· Responsible for phone coverage; answering calls and directing inquiries accordingly.
· Perform other duties as required by OJG and members of the Executive Office
Requirements:
· Bachelor's Degree preferred.
· 1 -2 years of combined office management/ Executive administrative support required.
· Knowledge of Office Management required; managing tasks, questions, or logistics with a customer service attitude and always looking to find a way.
· Problem solving, customer service, organization, written and interpersonal communication, teamwork.
· Proficient in Microsoft Office: Outlook, Word, PowerPoint, Excel
· Ability to problem solve, decision making, multi-task, meet timelines, work independently, reach out to team members, and provide assistance where needed, take on new tasks and looks for multiple solutions.
Classification and Salary Range: Full-time, Exempt. 50K -60K *Actual base salary for this role within the above range will be based upon experience, qualifications and/or assigned unit.
We are an EEO/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status.
