Office Administrator

Provide high-level administrative support to the COO and other members of the Executive Leadership Team as needed. Will serve as a representative of the COO as well as the entire Executive Leadership Team with both internal and external matters. Keeps official company records and executes administrative policies determined by, or in conjunction with, other company officials. Manage the front-office administrative staff.

This position will involve knowledge of confidential information. Such information will be managed with the utmost discretion.

• Manage the COO’s schedule and independently schedule appointments.
• This position serves as a gatekeeper for the COO by communicating directly with the public, customers, other business executives, and staff members as may be appropriate.
• Manage the complex and detailed corporate travel needs of the COO and Executive Leadership Team, including air travel, hotel, rental vehicles, and all other travel-related needs.
• Prepare the COO’s confidential correspondence, presentations, reports, or spreadsheets as requested. May prepare documents for other members of Executive Leadership Team.
• Coordinate the Capital Leadership meetings, including scheduling and ensuring the presentations are completed and reviewed ahead of the meeting.
• Lead and manage high level special projects as well as conduct research from time to time.
• Review, distribute and copy mail and correspondence as needed, and perform other similar administrative duties.
• Prepare and distribute corporate announcements on behalf of the COO as needed.
• Arrange programs, meetings, events, or conferences by scheduling the facilities and caterer, issuing information or invitations, coordinating speakers, and controlling the budget.
• May assist other areas of the company in the planning and coordination of employee and/or customer events.
• Function as custodian of all necessary company documents and records.
• Prepare and file company documents with required parties.
• Coordinate charitable donations for Capital Companies under the guidance of the COO and other Executives.
• Manage the front office/reception personnel to ensure proper coverage and objectives of the group are being met.
• Oversee office supply inventory and budget process.
• Manage logistics for in-office meetings, including ensuring meetings are properly set up with required space/technology, preparing meeting materials, and coordinating food/refreshments, as necessary.
• Coordinate with building management and outside vendors on office maintenance and repairs and maintain regular updates with custodial staff/vendors, as necessary.

• Superior written communication skills;
  Ability to draft various documents, reports, correspondence, etc.
• Strong computer skills and the ability to learn to effectively use company software – with training.
• Flexible and able to adapt and respond to changing situations.
• Excellent communication, organizational and multitasking skills.
• Basic level of financial acumen needed.
• History of excellent phone skills and customer service skills.
• Able to relate well to people and work in cooperation with others.
• Ability to act independently upon information using good business judgement to make decisions that achieve optimal results.
• Strong initiative and high degree of integrity.
• Ability to manage sensitive and confidential information appropriately.

• High school diploma: bachelor’s degree preferred.
• A minimum of five years’ senior level administrative support experience.
• Experience with positions requiring multiple priorities and the need to organize the work of self and others.