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Title

Office Manager/Executive Assistant for the President/CEO 

Description

The Office Manager/Executive Assistant is highly organized and passionate about supporting the President and other Senior Executives. He/She demonstrates exceptional attention to detail and a keen ability to thrive in a fast-paced and dynamic environment with constantly evolving priorities. This person is highly self-motivated and exercise exceptional judgement and discretion in a variety of high-pressure situations.

Principal Duties and Responsibilities:

CEO/President Assistant Duties

  • Provides administrative support in a highly organized fashion to the President. This includes the organization of all electronic and paper documents, calendar (personal and professional), meeting notes/agendas, and the overall presentation of the President's office and EA's cubical space. The EA is the first point of contact for phone calls and visitors for the President.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
  • Plan, coordinate and ensure the President's schedule is followed and respected. Provide gatekeeper and gateway role, creating win-win situations for direct access to the President's time and office.
  • Manage, plan, and organize the President's calendar including creating and delivering presentations, meeting agendas and any supporting materials ensuring that the President and attendees are prepared for the upcoming meeting.
  • Work closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
  • Enhances the President's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to contribute to job accomplishments.
  • Anticipates the President's needs and strategically brings together appropriate people and resources to support the President in addressing these issues.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
  • Perform routine reporting functions in Excel including organizing and presenting data in a clear and concise manner.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, emails and other tasks that facilitate the President's ability to effectively lead the company.
  • Meeting and event coordination, including conducts polls for availability, reserves meeting rooms, arranges for catering and equipment needs, prepares and distributes agenda and meeting materials, takes minutes/notes, and coordinates action items.
  • Completes critical aspects of routine tasks and special assignments by establishing objectives; setting priorities; managing time; gaining collaboration of others; monitoring progress; problem solving; making adjustments to plans.

Office Management:

  • Seamlessly juggle the many responsibilities of making an office run which includes assisting with conference room scheduling, ordering office/kitchen supplies, keeping the office organized, sorting and distributing incoming mail, and processing outgoing mail and packages. Become proficient in all internal systems and processes.
  • Make business travel arrangements, develop travel itineraries and agendas; book transportation; arrange lodging and meeting accommodations and prepare expense reports.
  • Coordinates on boarding of new employees, including electronics, office set up, business cards, and schedules introductory meetings.
  • Exercise's initiative, independent judgment and discretion in screening all incoming calls, greets and escorts visitors, and corresponds to written and oral requests for information.
  • Reconcile corporate credit card receipts against transactions to ensure expenses are appropriate, and code them to the correct general ledger account for posting by the Finance Team.

Facilities Management: Become main point of contact for all building-related service providers, including (but not limited to: HVAC, janitorial, plumbing, electric, and landscaping partners.

Event Organization: Manage logistics for all staff meetings and internal events on an ongoing basis, including ordering food, coordinating set up, etc.

  • All other duties as assigned by direct Supervisor.

Convivial Brands Expectations of all Employees:

  • Adheres to all Convivial Brands Policies and Procedures.
  • Conducts self in a manner consistent with Convivial Brands' Core Values at all times.
  • Maintains a positive and respectful attitude with all contacts.
  • Consistently reports to work on time and prepared to perform the duties of the position.
  • Meets productivity standards and performs duties as workload necessitates.
  • Maintains the privacy of all company proprietary information.
  • Treat visitors, vendors, customers, and team members with respect and dignity.
  • Able to safely perform the essential functions of the job with or without reasonable accommodation.
 
Full-Time/Part-Time Full-Time  
Shift -not applicable-  
Position Office Manager & Executive Assistant for the CVO  
Number of Openings 1  
Exempt/Non-Exempt Exempt  
Location Convivial Brands Corporate Headquarters  
EOE Statement It is our policy to offer equal opportunity to all, based upon individual merit and without
regard to race, creed, color, age, sex, religion, national origin, citizenship, marital status,
height, weight, genetic information (regarding employee or family), family medical history,
Vietnam Era Veterans Status or physical or mental disability (provided that the disability -
with or without a reasonable accommodation - would not interfere with your ability to
perform the essential functions of the position applied for or constitute a safety hazard), to the
extent required by law.

We do not condone harassment relating to a person's race, color, religion, sex, national origin,
citizenship, height, weight, genetic information, age, or physical or mental disability. We
prohibit the use, distribution, sale, or possession of drugs, and controlled substances while at
work. We prohibit reporting to work under the influence of alcoholic beverages, drugs, or
controlled substances.

If you execute and submit this Application electronically to CONVIVIAL BRANDS ELC, INC, you agree
to the following: (1) you voluntarily agree to submit your Application and the information you
provided in it electronically; and (2) your electronic signature is your own.  

This position is currently not accepting applications.

To search for an open position, please go to http://ConvivialBrands.appone.com



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