Executive Assistant / Office Manager at Ushur

We are looking for an Executive Assistant / Office Manager to organize and coordinate administration duties, office procedures and support our senior leaders.. Your role is to create and maintain administrative procedures, ensuring high levels of organizational effectiveness, communication and safety. Office manager / executive assistant duties and responsibilities include scheduling meetings and appointments for executives, making travel arrangements, organizing daily calendars, managing customer gifts, making office/IT supplies arrangements, greeting visitors and providing general administrative support to our employees. To be successful in this role you should be proactive, meet deadlines and communicate effectively. Our ideal candidate has previous experience as an Executive Assistant or Office manager and has experience with office/project management technologies. A successful candidate would also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office manager / executive assistant should ensure a smooth running office, improve day-to-day operations and provide excellent support to the executive team.

Responsibilities - Executive Assistant

• Coordinate daily calendars of senior executives
• Plan appointments and events
• Act as the point of contact between executives and employees/clients
• Assist executive team with client meetings, team meetings, and company meetings
• Facilitate internal communication (e.g. distribute information and schedule presentations)
• Arrange client gifts and other outreach to clients
• Make travel arrangements
• Respond promptly to managers’ queries
• Manage phone calls and email

Responsibilities - Office Manager

• Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills
• Order and track new hire equipment, swag and supplies
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Maintain corporate documents in the company document repository; maintain Policies and Procedures documentation and tracking. Provide C-Suite confidential assistance as requested.
• Coordinate and facilitate internal events to continue to foster an awesome internal culture

Requirements

• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work