Office Manager / Executive Assistant

INTRODUCTION

About FGS Global - 

FGS Global is a strategic advisory and communications consultancy, with over 1200 multidisciplinary experts across the world’s major financial, government, business, and cultural centers. The firm is an acknowledged leader in crisis, corporate reputation, public affairs and capital markets, M&A advisory and boardroom communication counsel. FGS Global supports its clients in addressing a myriad of stakeholder concerns by leveraging its research and insights, media placement, content, digital, and data capabilities. The company was created in December 2021 by combining Finsbury, Hering Schuppener, The Glover Park Group, and Sard Verbinnen & Co. FGS Global serves its client base from 27 cities worldwide, including U.S. Offices in New York, Washington, D.C., Los Angeles, Boston, Chicago, San Francisco, South Florida, and Houston.  

The Position:

The Office Manager/Executive Assistant for our Boston office is a dynamic role that partners with a fast-paced collaborative team of 12+ account staff, leading the coordination of facility management and operational support services. The incumbent of this role works closely with key stakeholders to ensure an exceptional experience for staff and visitors to the Boston office through new and evolving office management initiatives and programs, and also provides executive administrative support to the office senior team, and other senior staff as needed. This position is a four day in the office work schedule with Fridays working remotely.

Responsibilities:

Operational & Facilities Support 

• Processes expense reimbursements, invoices, and purchase orders. 
• Ensures appropriate level of support is arranged to facilitate timely submission and resolution of facilities-related requests. 
• Maintains office efficiency by planning and implementing space allocations, office systems, layouts, and equipment procurement. 
• Assures office equipment, technology, and furnishings are in operable order and quantities and services are appropriate to meet the needs of the team. 
• Oversees kitchen supplies, related maintenance, and ensures snacks and beverages and ordered and stocked. 
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. 
• Takes ownership of office management tasks, such as organizing storage space and files, supervising vendor relationships, etc. 
• Acts as liaison to office building management and coordinates day-to-day operations. 
• Assists with development and implementation of safety procedures. 
• Assists with the on-boarding of new hires. 
• Greets visitors to the office, including high-level executives and prominent guests, in a welcoming and professional manner. 
• Orders staff lunches for team meetings. 

Executive Support 

• Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. 
• Coordinates a broad variety of administrative tasks for the Head of the Office, including managing calendars, preparing confidential documents, and ensuring follow-up on all action items. 
• Prepares travel arrangements and expense reports, and ensures related travel policies and processes are adhered to.
• Develops presentations, correspondence, meeting minutes, etc.   
• Support of the business development efforts of the Head of the Office and team.
• Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues. 
• Provides broad administrative support to other staff, including scheduling coordination, travel arrangements, reserving meeting space, etc. 
• Supports the efficient and timely distribution of messages on behalf of the leadership team. 
• Keeps executives well informed of upcoming commitments and responsibilities including follow-up. 
• Communicates directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents. 
• Prepares meeting materials, such as executive documents and binders. 
• Purchases and sends gifts as appropriate. 
• Prepares initial drafts and preview materials as needed, including PowerPoint decks, speaker notes, and various communications in support of key initiatives. 

Event Planning 

• Supports local meetings, including executive meetings calendar management, attendance tracking, and content/topic preparation. 
• Coordinates local office outings, charitable efforts/initiatives, holiday parties, and marketing events. 
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