Office Manager, Arlington HQ

The People Concern•Los Angeles, CA

21h•Onsite

About The Position

The Office Manager will be responsible for directing and coordinating office services and related agency-wide activities, including developing and coordinating procedures to maximize the utilization of office equipment and supplies. In addition, the Office Manager will provide confidential support, both administrative and operational, to the executive team as requested.

Requirements

High school diploma or equivalent; BA preferred
Minimum two years’ related experience in office or administrative management
Detail oriented with good time management, organizational, written, verbal, and interpersonal skills
Able to maintain a high level confidentiality
Able to handle sensitive and confidential situations with poise, tact, and diplomacy
Proficient in Microsoft Word, Outlook, Excel, and PowerPoint applications
Able to learn quickly and work effectively with individuals at all levels of the organization
Able to set priorities, meet deadlines, and juggle multiple competing tasks and demands
Current, valid California Driver’s with an acceptable driving record and reliable vehicle (needed due to various pick ups, drop offs and movement through a given week)

Responsibilities

Provide direct support to the executive management team, including creation of memos, reports, policy and procedures, and other confidential materials
Manage the front desk, providing primary, full time coverage of the front desk on occasion. May need to manage 2nd position at 16th street as well in coming months.
Back up the Executive Asst. position as needed for meeting and other facilitations. Prepare confidential materials for meetings; accurately record, organize, and distribute Board materials and correspondence
Manage the HQ calendar, meetings, travel, and appointments phone calls and messages, including prioritizing and redirecting as needed
Keep HQ and other buildings on the property fully stocked with supplies needed for general use, including snacks and beverages as needed for events and meetings.
Inform proper departments of concerns and issues.
Manage space planning, parking assignments, office sharing, schedules of remote work etc.
Assisting IT, Finance, Contracts, and other departments as assigned with Invoice prep, scanning, filing, mailing.
Assist with events, prep, planning when required for Arlington, 16th street or other event as assigned.
Coordinate and execute personally, the pick-up of mail from 16th street and other locations as needed.
Assist with property management issues of leased spaces and concerns (usually within the Contracting Department) as needed.
File, scan and track building documents, building compliance logs, contracts, and complete assigned tasks for HR/Benefits as requested
With the employee engagement, learning or DEI dept., assist in planning and coordination of special projects, presentations, dissemination of information, and company-wide events. Travel may be required to events and sites as position develops.
Upkeep 16th street Bea’s Room, and other meeting rooms and keep calendar/planning for those spaces. Review open offices on occasion, parking, cleanliness, and usage.
Facilitate aspects of NEO or other training when needed.
Other duties as needed