Executive Assistant & Office Manager

RaceTrac Company Overview

Job Description:

The Executive Assistant & Office Manager will wear many hats with an emphasis on providing administrative support to the executive team, overseeing the seamless operations of the office, and ensuring a well-organized, efficient, and welcoming work environment for employees and guests.

Responsibilities:

• Provide high-level administrative support and assistance to executive team

• Manage and maintain executive calendars through Outlook

• Schedule, prioritize, and coordinate internal and external meetings, including communicating all relevant details to participants

• Oversee travel arrangements and logistics for executive team

• Prepare executives expense reports, ensuring accuracy of account code designation

• Coordinate various team events and offsites, including details such as catering, entertainment, transportation, location, invitee list, equipment, etc.

• Handle phone, email, and postal mail inquiries as needed and respond appropriately

• Assist with special projects and research, including preparing summaries and reports

• Oversee the day-to-day administrative operations of our office

• Maintain a comprehensive inventory of office supplies and equipment

• Cultivate and manage relationships with office-related vendors and suppliers, including negotiating contracts and agreements to secure cost effective solutions to office needs

• Oversee and coordinate property maintenance and repairs

• Manage office space, layout, and seating arrangements

• Assist in creating and managing the office budget, monitoring expenses on an ongoing basis

• Develop ad hoc financial and operational reporting as needed

Qualifications:

• Bachelor's degree preferred

• Minimum of 5+ years of prior administrative experience required

• Outgoing, upbeat personality with the ability to juggle tasks and priorities with ease

• Meticulous attention to detail

• Demonstrated proficiency in Microsoft office Suite (Word, Excel, Outlook, PowerPoint)

• Strong communication (written and verbal) skills

• Excellent time management skills

• Ability to deal sensitively with confidential material