Executive Assistant Office Manager

Description

Position Overview

We are seeking a highly organized, proactive, and resourceful Executive Assistant / Office Manager to join our team. This dual-role position is essential in ensuring the seamless operations of our HQ2 Office and providing high-level support to our senior and local leadership. Responsibilities include managing complex calendars, organizing regional events of all sizes, assisting with tools and processes to keep the teams coordinated and connected, and providing support with various projects.

A successful candidate will help build a positive team environment and establish working relationships inside and outside of the organization. Ability to handle confidential information, maintain professionalism in dealing with executives, and a strong ability to communicate at all levels is necessary. This is a full time, hourly position.

Employees located in the Greater Chicagoland Area or Dallas/Frisco area are currently expected to work from the office 1 day per week; however, this is subject to change.

Front Desk Presence Tuesday – Thursday | 8:30am – 4:30pm

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to 2 Vice Presidents including calendar management, travel arrangements, meeting coordination, correspondence, and expenses
• Track and help drive completion of key deliverables and follow up on outstanding items
• Act as a liaison between senior leadership and various departments
• Handle confidential information with discretion and professionalism

Office Management

• Oversee day-to-day operations of the office and maintain local relations with property manager - including building access, system maintenance, cleaning staff, and security
• Coordinate meeting spaces and desk availability for Avant staff, partners, and providers
• Plan and organize all in-office events and assist with regional events of all sizes
• Manage reception duties, including managing guests and regulating foot traffic
• Work with various departments to manage office financials
• Serve as BattleLab Technology expert and support IT staff as necessary
• Handle all incoming and outgoing mail (USPS, FedEx, deliveries)
• Perform other duties and tasks as assigned

Requirements

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Powerpoint) and other productivity tools
• Strong written and interpersonal communication skills
• Ability to work independently and handle multiple priorities simultaneously
• High level of discretion and professionalism
• Experience with Apple/MacOS, preferred

Benefits:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Commuter Benefits
• 401K Match
• Unlimited PTO
• Generous Parental Leave

The information contained in this job description is intended to convey information about the essential functions and requirements of the position. It is not an exhaustive list of the skills, efforts, duties, responsibilities, or working conditions associated with the opportunity. in addition, the employee should be able to communicate effectively and in a constructive manner with management, peers and coworkers.