Executive Assistant/Office Manager

Executive Assistant/Office Manager Job Description

LOIS L. LINDAUER SEARCHES (LLLS) is the premier national executive search firm serving the development/advancement profession. LLLS does more development searches than any other search firm, and specializes in recruiting Chief Development Officers and their teams for the education, healthcare, science, arts and culture, advocacy and mission-driven nonprofit sectors.

JOB SUMMARY

Reporting to the Assistant Vice President of Administration, the Executive Assistant/Office Manager is responsible for handling a broad variety of administrative tasks for the Chief Executive Officer (CEO) and Senior Vice President (SVP) and provides general office support. The Executive Assistant/Office Assistant has the ability to work independently on projects, from conception to completion, and is able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

JOB DESCRIPTION AND RESPONSIBILITIES

  • Directly support the CEO and SVP: manage calendars of appointments; compose and prepare correspondence that is sometimes confidential; arrange complex and detailed travel plans, itineraries, and agendas; complete expense reports; and compile documents for client and business meetings
  • Communicate directly, and at times, on behalf of the CEO and SVP, with clients, candidates, and business partners
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the
  • Work closely and effectively with the CEO and SVP to keep them well informed of upcoming commitments and responsibilities, and appropriately follow up
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Create and prepare documents, reports and presentations for and on behalf of CEO and SVP
  • Receive, direct, and relay telephone calls and messages to appropriate staff member(s)
  • Warmly greet candidates, clients, and guests of the office
  • Purchase office and kitchen supplies; monitor inventory levels of office supplies and (re)order on a consistent basis
  • Respond to technology issues and assist staff with basic computer problems and questions
  • Assist team to plan and coordinate office functions Serve as liaison with the building’s property manager and maintenance personnel regarding office appearance

QUALIFICATIONS AND EDUCATION REQUIREMENTS

  • Exceptional ability to manage time and handle multiple tasks and priorities
  • Excellent communication and interpersonal skills, superior telephone manner, and maintain professional composure when interacting with internal staff, clients, and candidates
  • Complete tasks in a professional and timely manner, producing high-quality and accurate results
  • Respond quickly to and appropriately under a variety of situations and proactively resolves complications
  • Ability to work independently as well as in a team environment
  • Highly organized, detail-oriented, and possesses a “can do” attitude
  • Excellent command of business technology software and programs, including Salesforce, Microsoft Word, Excel, PowerPoint, Outlook, and cloud-based online systems (Box.com, etc.)
  • A minimum of 5 years’ experience in a similar capacity
  • Advanced degree such as Associates or Bachelors preferred

To apply or learn more about this opportunity, please email Devin O'Leary, Assistant Vice President, at doleary@LLLSearches.com.