Office Manager

Description

Reports to:

Vice President of Administration

Position Summary:

The Office Manager provides high-level administrative and operational support to the PDM Leadership while ensuring the smooth day-to-day functioning of office operations. This role serves as a key point of coordination for meetings, company events, and employee engagement initiatives. The Office Manager shows high level organizational skills, is detail-oriented, and capable of delivering professional and engaging experiences to PDM employees, visitors, and clients.

Familiarity with the Entrepreneurial Operating System (EOS) is preferred.

• Relationship Building:
  We foster long-term positive relationships with fellow employee-owners, external partners, and our communities.
• Accountability:
  We consistently demonstrate a high level of personal accountability.
• Urgency:
  We operate with a sense of urgency.
• Innovation:
  We embrace growth and change.
• Create Return on Efforts: We create positive results on all our efforts.
• Pillars:
  1) Safety,
  2) Quality,
  3) Happiness,
  4) Performance

• Provide administrative and logistical support to PDM Leadership, including coordination of meetings, materials, and follow-ups.
• Support meetings through scheduling, communication, and preparation of materials including catering or food requests.
• Process and manage leadership’s expense reports accurately and in a timely manner.
• Coordinate company travel arrangements, including bookings, itineraries, and logistics.
• Maintain office operations, including ordering and managing supplies across office areas.
• Oversee incoming and outgoing mail distribution.
• Serve as the first point of contact by greeting guests and managing incoming calls and messages.
• Assist with financial administrative tasks, including sending checks and ACH remittances.
• Plan and execute logistics for company events and celebrations, including preparation of materials (e.g., name tags, drink tickets, guest lists).
• Support invitation distribution and RSVP tracking for company events, including ESOP-related gatherings.
• Support employee engagement and recognition initiatives, including:
• Coordinating birthday gifts, cards, and communications
• Assisting with thank-you cards tied to employee recognition programs
• Organizing, labeling, and distributing company swag
• Oversee company merchandise/apparel store coordination and inventory.
• Coordinate office furniture needs, including ordering and maintaining equipment such as chairs and other furnishings.
• Oversee the organization and maintenance of all shared office spaces and closets.
• Perform additional responsibilities as needed to support business operations.

Knowledge &

Skills:

• Experience supporting senior leadership or executive teams preferred
• Strong organizational and time management skills with the ability to prioritize multiple tasks
• Experience coordinating meetings, events, and travel logistics
• Familiarity with expense reporting and basic financial administrative tasks
• Experience in a fast-paced, professional office environment
• Exposure to or experience with EOS is a plus

Education:

High school diploma or equivalent required; associate or bachelor’s degree in business or related field preferred. Equivalent combination of education and experience will be considered.

Experience:

3+ years of administrative, office coordination, or executive support experience