Office Manager/Executive Assistant

HKS, Inc. • Salt Lake City, UT

1d

About The Position

The Office Manager/Executive Assistant supports teams by scheduling meetings and appointments, coordinating office needs, and providing general administrative support to employees. This highly organized role takes initiative in supporting company operations and teams. The position also oversees office services and supplies, coordinates activities, supports onboarding, and collaborates with Marketing and Information Technology. The role requires professionalism and a positive, collaborative attitude with staff, visitors, and clients.

Requirements

• High school education; college-level education preferred.
• Typically, 8 or more years of related experience.
• Proficiency in Microsoft Office Suite, specifically Outlook, Word, Excel, PowerPoint, and Teams.
• Strong interpersonal skills and ability to interact with all levels of staff.
• Ability to maintain appropriate confidentiality and adhere to business ethics.
• Clear, concise, and professional verbal and written communication skills.
• Ability to proactively problem-solve and collaborate on innovative solutions.
• Ability to work and collaborate in a team environment.
• Ability to prioritize tasks, meet multiple deadlines, and respond to changes at short notice.
• Ability to work on multiple projects simultaneously.
• Ability to meet deadlines while delivering the expected quality.

Nice To Haves

• College-level education.
• Knowledge of Adobe software, including InDesign and Illustrator, to create and edit graphic materials and presentations.

Responsibilities

• Provides administrative support to teams for confidential and time-sensitive material.
• Prepares meeting agendas for assigned staff; assists with meeting setup and cleanup, including ordering lunch; and takes minutes as needed.
• Schedules and organizes meetings, travel, conferences, and interviews.
• Answers phones, distributes mail, and processes expense reimbursement for assigned staff.
• Performs desktop publishing of routine and advanced materials, including reports, correspondence, and presentations, under minimal supervision.
• Assists the Marketing team with developing and producing marketing materials.
• Provides regular backup reception coverage as needed.
• Trains staff in administrative and office duties as needed.
• Oversees office working-environment needs, including office supplies, the print room, kitchen, deliveries and mail, and conference rooms.
• Serves as the point person for maintenance, supplies, business license renewal, invoices, and check requests.
• Reconciles office credit card charges.
• Liaises with building management and facility vendors, including cleaning and security services.
• Coordinates and plans office activities, such as parties and celebrations.
• Serves as an HR touchpoint, including assisting with onboarding and paperwork for new hires.
• Coordinates with the Information Technology team regarding office technology needs.
• Maintains a professional, positive, and collaborative attitude with staff, visitors, and clients.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED