Executive Assistant/Office Manager

Our mission at Spatial Networks is to build and sell cutting-edge technology that enables us to acquire and analyze unique data in order to solve our customer’s most difficult problems. This requires combining talented people, effective methodologies, a focused mission and vision.  A creative, collaborative culture means we agree and disagree, complement and critique, teach and learn, but most importantly, do.  Spatial Networks provides an energetic, fast-paced and fun environment that allows each team member the opportunity for great career and financial success. 

Summary

We are looking for an energetic Executive Assistant/Office Manager experienced in managing complex international and domestic travel arrangements, accompanying the team at least once per month domestically and internationally. 

The Executive Assistant will be responsible for a full range of moderate to complex administrative duties supporting the office operations and executive team. 

The ideal candidate is a polished and highly self-motivated professional capable of prioritizing tasks in a fast-paced environment.  The incumbent will possess the ability to anticipate office needs proactively and to provide front-desk coverage with an emphasis on quality and hospitality as the first point of contact for Spatial Networks, Inc. 

This is a pivotal full-time, on-site, hourly (40 hours per week) position reporting to the Director of Human Resources, and an excellent opportunity to join a dynamic company with a competitive total compensation package.

Roles & Responsibilities

  • Coordinates and manages complex domestic and international travel arrangements replete with itineraries, logistics, visa/passport requirements, expenses management and knowledge of special advisories with precision
  • Arranges meetings and special events with iron-clad itineraries and follow-up (schedules and prepares conference rooms with necessary materials, equipment, meals, etc.) 
  • Provides a variety of administrative and office duties to support the daily run of business operations with attention to detail and quality output
  • Exercises high-level confidentiality with sensitive company and employee information
  • Maintains proper front-desk coverage and security protocol (screens calls, greets and directs visitors, manages guest electronic sign-in, etc.) 
  • Facilitates office maintenance and communication with building management
  • Streamlines the flow of regular office management and upkeep with initiative (generates interoffice communications, distributes mail; requisitions and replenishes supplies)
  • Maintains a high standard of cleanliness and order (common areas, kitchen and appliances, reception, etc.) and ensures supplies are replenished timely 
  • Compiles reports, proposals and presentation materials as requested
  • Assists HR/Finance Departments with attendance and timekeeping duties, expense reporting, and other administrative tasks as directed
  • Performs other duties as assigned (faxing, filing, preparing reports and presentations, photocopying) 
  • This role will require the ability to travel at least 10% of the time, as needed.

Qualifications

  • 3+ years of experience managing complex and frequent executive/C-level domestic and international travel A MUST
  • 3+ years as an office manager with administrative responsibilities
  • Must be available for frequent domestic and international travel (averaging about once per month)
  • Proficient with office administration software and tools (i.e. iOS, MS Office, email, instant messenger, video conferencing, multi-line office phone systems, internet browsers)
  • Experience working with confidential and sensitive information, specifically finance and human resources information
  • Ability to simultaneously work under stress in a front-desk and office management role 
  • Proven resilience under stress, and adeptness to quickly learn and adapt to new  technologies that add value to job performance and company mission
  • Demonstrative written and verbal communication skills
  • Highly responsive; a “2-steps ahead” thinker consistently driven to resolution
  • Associate’s degree or certification from a business school or college education preferred 
  • Incumbent must routinely meets attendance and punctuality standards

Qualities we're looking for

  • A GTD attitude. Identify next actions, communicate intent, and execute. We're a fast-paced team, and this role covers a wide area, so a results-driven mentality is critical.
  • Ownership-thinking. Have the ability to take ownership and make decisions. Passion and self-motivation is key. We don't micromanage; you'll be expected to own and deliver.
  • Desire to build something great and bring technical solutions to people to solve their problems.
  • Bonus: You {love coffee, love software + products, have a good sense of humor}

The successful candidate will be subject to reference checks, business due-diligence verification, and drug screening, and must be able to demonstrate US Citizenship or existing authorization to work for any US employer.

Spatial Networks offers an outstanding benefits package including medical, dental, vision, 401(k) and more. For more information please visit www.spatialnetworks.com


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