Office Manager​/Executive Administrator Summit, NJ

Job Description

Position Title: Office Manager / Executive Administrator

Reports to: Chief Operating Officer

Department: Administration

Location: 475 Springfield Ave, Summit, NJ 07901; in‑office position

Classification: Full‑time;
Exempt

Summary / Job Objective: This is a key position that will have two main areas of focus:
Office Manager and Executive Administrator. As the Office Manager for our Summit, NJ headquarters, this position will be responsible for greeting all clients and visitors as well as ensuring the office runs smoothly. As the Executive Administrator, this role will complete all administrative duties for the Simplicity Executive Team as requested, including travel and expense coordination.

Essential Job Functions: Lifting up to 25 lbs, repetitive movements used for typing/texting/dialing, the ability to sit and/or stand for up to 8 hours/day.

Primary Responsibilities:

• Acts as Corporate Office “go‑to” person for all trouble‑shooting and solution finding
• Ensure the office runs smoothly and efficiently
• Organize office operations and procedures
• Identify opportunities for process and office management improvements, and design and implement new systems
• Coordinate Office activities to help drive and support company culture
• Monitor and maintain (ie: stock) office and kitchen supplies and research advantageous deals or suppliers
• Act as point person for maintenance, mailing, shipping, supplies, equipment, and errands
• Partner with HR to maintain office policies as necessary
• Coordinate with IT department on all office equipment and security, as applicable
• Perform receptionist duties: greet visitors, and answer and direct phone calls as needed
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Maintain a safe and secure working environment

• Assist with Executive Team travel (as requested) and process Executive Teams’ expenses
• Coordinate visitor travel requirements and communications
• Organize and schedule meetings and appointments as requested; both onsite and external
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, and assisting in company meetings and events
• Other duties as required

Qualifications:

• Experience in an office setting, supporting C‑Suite Executives is a must
• Experience in an insurance/financial services company is preferred
• Must possess a high degree of discretion, a high level of professionalism, and a strong sense of urgency
• Must possess strong computer skills (proficient in PowerPoint, Word and Excel) and must be able to adapt quickly to a changing environment
• Proficient in Google Workspace and Gmail a plus
• Full comprehension of office management systems and procedures
• Exemplary planning and time management skills
• General IT experience/knowledge a plus
• Project Management experience a plus
• An advanced degree is highly preferred

Core Competencies:

• Proven attention to detail a must
• Confident, self‑assured and comfortable presenting to senior management
• Must possess excellent verbal and written communication skills, superior interpersonal skills, superior judgment and decision‑making capability
• Ability to handle multiple priorities and to solve problems while maintaining a positive attitude is essential
• Strong listening skills
• Welcomes change as an opportunity to grow, entrepreneurial in nature
• Self‑starting and takes initiative naturally
• Cohesive team worker and open minded to the ideas of others
• Transparent and open in all aspects of problem and incident management
• Willing to take on new and additional responsibility quickly
• Proven ability to work with confidential information with discretion

Compensation & Benefits:

Compensation (based on experience)

• Base salary: $65,000 - $75,000
• This is an exempt position
• Annual performance bonus target: 10%

Benefits

• Employee benefits (medical, dental, vision, life insurance, other)
• 401k with employer match
• Paid Time Off
• Paid parking

Limited‑to‑no travel required, however there may be times when after hours (nights/weekends) urgent requests come in that need to be handled immediately.

Location:

475 Springfield Ave, Summit, NJ 0701 / this is a full‑time, in‑office position