Office Manager

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We have a start-up Medical Device company seeking an Office Manager to join their team!

Role would be supporting all areas of the Office to include some Executive support with travel, calendaring and Board schedules.

Ideal candidate has been an Executive Assistant/Office Manager in the past or an Executive Assistant open to supporting Office Coordinator duties.

This role is Temp to hire!

Position starts ASAP--client needs someone to start on Tuesday (August 12th)

Hours are 8:30am-4:30pm daily

Monday & Friday would be remote!

Tuesday-Thursday would be onsite!

Pay is $40/hr

Parking is available and there is a Bart Station bus if needed as well.

This is 100% onsite and NOT a remote role.

This position will be supporting Office related work for a location of around 40 employees.

Starts ASAP!

Responsibilities

• Direct incoming calls and communications
• Assisting with scheduling meetings for the executive team, including quarterly board meetings
• Meet and greet clients, visitors and all levels of staff
• Coordinate conference room assignments for meetings and presentations
• Maintain and oversee office appearance and organization: conference rooms, receptionist area, supply rooms, and general office areas
• Order meals for business meetings
• Order office supplies
• Interact and follow up with building personnel, including building superintendent and janitorial service, as well as office vendors to ensure timely repair and maintenance of facilities
• Keep petty cash box for miscellaneous expenses and reconcile monthly
• Handle incoming and outgoing mail and courier deliveries, including Certified Mail, Fed Ex and UPS
• Provide general administrative support to the investment team
• Oversee and maintain the investment teams’ calendar; schedule meetings, appointments, calls, travel (international & domestic), and conferences; create itineraries and agendas
• Prepare expense reports for the investment team
• Assist in the preparation of materials for meetings and presentations
• Assist with other related clerical duties such as scanning, photocopying, faxing and filing documents
• Reconcile credit card statement
• Draft letters, memorandums, and proofread when needed

Requirements

• 3+ years of administrative experience
• Associate’s degree or two years of related experience; college degree strongly preferred
• Advanced proficiency in Microsoft Office Suite
• Professional appearance
• Strong ability to multi-task and adeptness at managing time
• Excellent verbal and written communication skills
• Client service oriented
• Maintain flexibility and adaptability as assignments or support roles change with the Firm's needs
• Must be team oriented and able to work collaboratively with Administrative team and all personnel
• Act as the go-to person for the office
• Take initiative to improve work efficiency and the work environment
• Being able to lift up to 25 pounds (loading soda and office items from Costco)

• Seniority level
  
  Mid-Senior level

• Employment type
  
  Full-time

• Job function Administrative
• Industries Computer Hardware Manufacturing, Medical Equipment Manufacturing, and Biotechnology Research

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