Executive Assistant / Office Manager
mTrade•Oxford, MS
•Onsite
About The Position
Serves as Executive Assistant to Chief Operating Officer of dynamic high growth software company in Oxford, MS. In addition, serves as the Office Manager at the Company’s headquarters.
Requirements
- Excellent proactive verbal and written communication skills, including the ability to listen and accurately respond to requests and guidance given.
- Frequent contact with executive management.
- Expected to handle multiple tasks simultaneously.
- The ability to take the initiative and be mindfully thinking “a few steps ahead” to anticipate what might be needed by the executives.
- The ability to think strategically in a fast-paced environment to manage the many different moving parts of the role.
- This role is best suited for someone who is willing to go the extra mile, has a drive and a passion for being of service and producing great results, able to listen keenly to what’s being asked of them and feedback, and to operate at a high level of integrity.
Responsibilities
- Restocking and organizing shared office supplies and common areas
- Managing the experience of anyone coming into the office, including: Overseeing and owning the reception area, Greeting visitors, Directing them to the correct person or location, Serving as the point of contact for vendors and deliveries
- Receiving, sorting, and distributing mail and packages directly to employees
- Monitoring overall readiness of the office throughout the day
- Coordinating scheduled maintenance and inspections
- Communicating directly with maintenance, janitorial, and building vendors
- Tracking required services and identifying issues that need attention
- Initiating corrective action when problems arise
- Monitoring supply levels and restocking before shortages occur
- Maintaining organization of supply storage and shared equipment areas
- Coordinating printer readiness, paper supply, and service needs
- Ordering pantry items based on usage and obtaining required approvals
- Preparing meeting rooms with appropriate setup and materials
- Coordinating catering and logistical needs
- Ensuring spaces are returned to standard condition after meetings
- Maintaining overall readiness of conference rooms and shared spaces
- Taking minutes for internal meetings when requested
- Maintaining receipts for office-related purchases
- Submitting invoices and documentation to accounting
- Collecting vendor paperwork (e.g., W-9s) as needed
- Tracking payments to completion
- Booking flights, hotels, and transportation as requested
- Coordinating restaurant and venue reservations
- Handling logistical details to ensure accuracy and coverage
- Completing conference and event registrations
- Tracking deadlines and confirmations
- Coordinating materials and printing as requested
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What This Job Offers
Job Type
Full-time
Career Level
Executive
