Office Manager

Geeks & Nerds•Huntsville, AL

11d

About The Position

GaN is seeking a reliable, well-organized Office Manager responsible for ensuring the smooth operation of the office by managing administrative tasks, coordinating schedules, and maintaining organizational efficiency. This role combines secretarial duties with office management responsibilities, requiring excellent organizational, communication, and multitasking skills. The ideal candidate will be proactive, detail-oriented, and capable of handling a wide range of administrative and operational tasks. This position requires a high level of confidentiality, organization, professionalism, and timeliness. Additionally, this person must demonstrate initiative and the ability to prioritize and to work efficiently with minimal supervision on all assignments.

Requirements

High School Diploma or equivalent
5+ years of administrative, office management experience
Self-starter with initiative, forward thinking, and proactive problem-solving skills
Ability to pick up tasks quickly and on the fly.
Skills in database management, data analysis and record keeping
Excellent verbal, analytical, interpersonal, organizational, and written communication skills
Ability to prioritize multiple tasks seamlessly.
Ability to handle confidential information with a high level of professionalism and discretion.
Ability to meet deadlines and achieve high-performance goals.
Meticulous attention to detail and accuracy.
Strong problem-solving abilities and proactive attitude.
Must be a U.S. citizen.
Must possess a valid driver’s license.

Nice To Haves

Associate or bachelor’s degree in business administration or a related field
Experience working with busy executives.
Problem-Solving: Ability to anticipate and resolve issues efficiently
Attention to Detail: Ensures accuracy in all administrative tasks
Interpersonal Skills: Builds positive relationships with staff, clients, and vendors
Adaptability: Thrives in a fast-paced environment and handles change effectively

Responsibilities

Manage calendars, schedule meetings, and coordinate appointments for executives
Prepare and edit correspondence, reports, presentations, and other documents
Support various operational areas of the company with clerical tasks to include maintaining personnel files in compliance with applicable legal requirements.
Complete I-9 Verifications for new hires
Coordinate with outside consultants to ensure tasks are tracked and completed in a timely manner
Coordinate and manage special projects as assigned, including research and data collection.
Maintain confidentiality in all aspects of staff and company information
Answer and direct phone calls, emails, and inquiries in a professional manner
Maintain filing systems, both physical and digital, ensuring easy access to records
Arrange travel and accommodation(s) for executives, as needed
Prepare agendas and take minutes during meetings
Day-to-day inventory life-cycle management, including but not limited to shipping, receiving, distribution, and documentation
Retrieval and distribution of mail and packages
General supply vendor management
Ensure the office environment is clean, organized, and conducive to productivity.
Manage office supplies and inventory
Plan and organize company meetings and training sessions as requested by executives.
Coordinate events for company including tradeshows, community involvement, and company-sponsored events
Accept deliveries, greet/meet guests and register per requirements, ensuring professional experiences
Coordinate communication between the office and external stakeholders, as needed/requested by executives
Assist in the management of social media accounts to represent the company brand.
Other duties as assigned.