Office Manager/Executive Assistant, ES Support Center

Job Description:

Job Title:  Office Manager, Executive Assistant

Operating Company:  Environmental Solutions

Location:  Chattanooga, TN

Reports To: Director, HR Operations

Department: Administration

POSITION SUMMARY:

This position performs a full range of administrative duties for various operational departments, including but not limited to data entry, correspondence, presentations, security management, organizing and catering of meetings, greeting visitors, and organization of Executive calendars and Executive files. Responsible for preparing high-level communications, developing and preparing complex reports, presentations, and meeting notes. This position will also assist with special projects, tasks, or duties as assigned. The incumbent interacts and contributes effectively with others in a team atmosphere and has the ability to organize and manage simultaneous projects with strong follow-up skills and attention to detail.

ESSENTIAL JOB FUNCTIONS INCLUDE:

Executive Assistant/Administrative Duties:

• Provides administrative support to the Executive team including managing calendars, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
• Maintains strict confidentiality of all information.
• Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal.
• Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, ordering lunches, etc.).
• Drafting correspondence and presentations.
• Plans and coordinates corporate events, organizing and managing every aspect of an event. Including but not limited to conceptualizing theme ideas, planning budgets, booking venues, liaising with suppliers and clients, managing logistics, and presenting post-event reports.
• Participates in continuous improvement efforts, creating and documenting efficient processes and procedures.

General Office Duties

• Manages Environmental Solutions Group’s Chattanooga office including receiving and interacting with visitors, scheduling and catering for meetings and lunches, sorting mail, ensuring everything runs smoothly. 
• Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed.
• Manages the safety and security of the building including access, badging, and working with building manager to ensure safety.
• Planning space allocations, layouts, and floor moves as required, including working with architecture as need and arranging for building maintenance/construction.
• Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
• Manages vendors to stock break rooms, maintain printers, pick-up shredding, composting efforts, etc.
• Manages projects as assigned with little oversight necessary.
• Assists with activities and events, including large, complex company events.
• Notarizes certain documents, when needed, for all Environmental Solutions Group employees.
• Attendance at work, including presence at work during regular working hours, or other schedule as assigned by the department manager, is essential. 
• Attendance at events outside of normal working hours is required on occasion.  
• Performs other related duties as required and assigned.
• Minimal travel may be required up to 10%.

JOB SPECIFICATIONS:

• Bachelor’s degree in business or related field with 2-3 years of experience as an Executive Assistant/Office Manager or related position or equivalent experience, or a minimum 5 years of experience as an Executive Assistant providing support to senior executives in a fast-paced, dynamic environment.
• Excellent verbal and written communications, networking, and presentation skills.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes.
• An adaptable, flexible problem-solver.
• Presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
• Ability to maintain complete confidentiality regarding incoming calls and other infor