Office Manager/Executive Admin Assistant

Office Manager/Executive Assistant
 
Vivo Growth Partners is in search for an experienced Office Manager/Executive Assistant to support the President & CEO of a fast-growing marketing agency located in the downtown Columbus area. 
 
This role supports company operations by maintaining office systems and internal processes. The Executive Assistant will primarily provide administrative support to the President & CEO.  The individual will also be responsible for completing general office management duties, support for the finance department, and some administrative HR work. This position reports to the President & CEO. 
 
KEY RESPONSIBILITIES
 
Executive Administration / Office Management
·         Provide support to President & CEO as requested, including maintaining calendar, managing email, booking travel, and other ad hoc administrative tasks
·         Coordinate, schedule and manage logistics for meetings and events with clients, investors and board of directors
·         Answer company phone and greet guests upon arrival
·         Create, review, and update documents in Microsoft Office programs
·         Manage facilities (office cleanliness, office security, vendor coordination, etc.)
·         Pick-up/distribute mail and prepare/mail packages
·         Support staff with miscellaneous requests as necessary
 
Finance Support / HR Administration
·         Collate and scan documents as needed to support finance team operations
·         Act as main point of contact for communication with legal team 
·         Coordinate new hire orientation and onboarding (e.g. email, laptop, paperwork)
·         Act as main point of contact for employee benefits coordination
·         Assist with retrieval of items upon employee termination
 
 
KEY EXPERIENCE / SKILLS
 
Experience
  • Associates or bachelor’s degree preferred
  • Experience working with executive-level personnel
·         Knowledge of office administration/management in a professional environment, Marketing is a plus
·         Experience in smaller, fast-paced businesses is a plus
 
Attributes and Interpersonal Skills
·         Exudes confidence, maintains composure, and is professional and polished in all interactions internally and externally 
·         Passionate about role and desires to be a part of the long-term team
·         Successful at building strong relationships with clients and teammates at all levels of an organization
·         Extremely organized and attentive to detail, including the ability to maintain a high level of accuracy in following current business processes
·         Ability to exercise appropriate judgment and effectively organize / prioritize work and multitask
·         Success being adaptable in a multi-faceted role in a fast-paced environment
·         Flexibility and willingness to go the extra mile 
·         Experience solving complex problems independently
·         Ability to maintain a high degree of confidentiality internally and externally 
 
Technical Skills
  • Demonstrated extremely strong verbal and written communication capabilities with any and all stakeholders
  • Proficient in the Microsoft Office suite (Excel, Word, Outlook, Access) 
  • Ability to quickly learn other systems or software as needed
  • Being marketing driven is necessary for success
 
Compensation / Benefits / Other Perks
·         Competitive compensation and benefits package
·         Opportunity to be part of a close-knit team that is growing quickly
·         Laid-back office space with casual dress code

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