Office Manager & Executive Assistant

Description

SurePoint® Technologies develops award-winning software for mid-sized law firms to enhance workflow efficiency and maximize financial performance. Its acclaimed cloud solutions seamlessly integrate client management, practice management, and financial operations, fostering robust relationship-building and knowledge-sharing capabilities.

Having been at the forefront of legal tech for more than 40 years, and with a team comprised of CPAs, former lawyers, and leading software engineers, SurePoint’s solutions reflect a deep understanding of law firms' unique requirements.

By alleviating administrative burdens with proven, reliable software, law firms have what they need to grow revenue and focus on their clients.

We are seeking a proactive and organized Office Manager & Executive Assistant to provide direct support to our CEO and manage day-to-day office operations at our Austin headquarters. This role requires exceptional communication, organizational, and multitasking abilities to ensure smooth office operations and seamless executive support. The ideal candidate will be resourceful, detail-oriented, and able to anticipate needs in a dynamic environment. 

This role reports to the CEO, with a dotted line to the Chief of Staff. The role will work on a hybrid schedule and will be expected to work in the Austin office 3 days per week, Monday, Wednesday, and Thursday at a minimum.

Requirements

Executive Support to CEO

As the Executive Assistant, you’ll provide seamless support to the CEO, managing schedules, communications, and priorities to help drive organizational efficiency and focus.

• Calendar Management: Schedule and manage appointments, meetings, and travel arrangements to optimize the CEO’s time.
• Communication: Act as a primary point of contact for the CEO, managing correspondence and drafting/proofreading emails and presentations as needed.
• Meeting Preparation: Prepare agendas, briefing documents, and materials for CEO meetings; take and distribute meeting notes as needed.
• Project Assistance: Assist with special projects and initiatives as assigned by the CEO, providing research, tracking, and reporting support.
• Expense Management: Prepare and submit the CEO’s expense reports, maintaining accurate and timely records.

Office Management 

In the office management aspect of this role, you’ll be the welcoming face of our Austin headquarters, ensuring a professional and positive experience for both employees and visitors, fostering an atmosphere where everyone feels valued and supported.

• Office Operations: Oversee the Austin office’s day-to-day functions, including supplies, equipment, mail, facilities management, and other tasks. Ensure the office including conference rooms are tidy, accessible, and stocked with supplies for each meeting. Keep kitchen area clean and stocked. 
• Vendor Coordination: Manage relationships with office vendors, including service providers, cleaners, and suppliers; negotiate contracts as needed. Provide timely response to maintenance and security protocols.
• Event Coordination: Organize and coordinate company events, meetings, and team-building activities to foster a positive and engaging workplace.
• Budgeting: Assist with the office budget, including tracking expenditures and identifying cost-saving opportunities.
• Onboarding Support: Collaborate with HR to facilitate onboarding for new employees, including workspace setup and orientation support. Coordinate with IT support resources for onboarding and other employee system issues.
• Health and Safety: Ensure compliance with health and safety regulations, maintaining a clean and safe work environment.

Skills & Qualifications 

• 3-5+ years as an Executive Assistant or Office Manager; experience supporting C-level executives is a plus.
• Bachelor’s degree in Business Administration, Office Management, or equivalent work experience.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently and take initiative in a fast-paced environment.

Key Competencies

• Proactive: Anticipates needs and takes action without direction.
• Attention to Detail: Highly detail-oriented with strong problem-solving skills.