Office Administrator

Position Summary:

Role Qualifications

• Must be a team player with initiative and organizational skills
• Must be able to work with a high degree of professionalism and discretion
• Must be able to analyze situations and exercise sound judgment in determining appropriate courses of action 
• Must be able to multi-task in a fast-paced environment, while providing excellent customer service and project management skills

Position Responsibilities:

• CEO and Senior Leadership team support:
• Act as the primary point of contact for scheduling and coordinating the CEO's calendar, meetings, and travel arrangements.
• Prioritize and organize appointments, ensuring the CEO's time is optimized and aligned with strategic objectives.
• Provide as needed scheduling for the CCO, primarily focused on meeting management with external clients
• Organize complex calendars and schedules to plan meetings involving multiple senior leaders, resolving scheduling issues.
• Use discretion, confidentiality, and good judgement to handle all executive matters.
• Act as a liaison between Operations and the rest of the agency for communication, coordination, organization, and implementation.
• Management of West Cary Group internal technology platforms including:
• Manage relationship with external IT provider to ensure the agency’s internal technology needs are met, including hardware, software, and network infrastructure.
• Implement and enforce IT policies and procedures to ensure data security and compliance.
• Coordinates with external IT provider and CFO to maintain staff administrative records for equipment, phones, and databases.
• Own, update and manage content for the West Cary Group wiki.
• Facilities Management
• Oversee the maintenance and upkeep of office facilities, ensuring a safe and productive environment.
• Manage relationships with vendors, contractors, and service providers for facility-related needs.
• Manages the oversight of office supplies, files, storage systems, and equipment.
• Coordinates and oversees maintenance for any needed requests and repairs.
• Oversees event planning and implementation.
• Plan and coordinate internal and external events, including team meetings, client presentations, and industry conferences.
• Manage event budgets, logistics, and vendor relationships to ensure successful execution.
• Collaborate with marketing and creative teams to create engaging event materials and presentations.
• Other duties as assigned.

Essential Skills and Experience:

• High school diploma required, a bachelor’s degree in business administration or relevant field is preferred.
• Proven experience (3 - 5+years) as an administrative manager, office assistant or relevant role. Experience supporting a founder/CEO preferred.
• Outstanding communication and interpersonal abilities
• Excellent organizational and leadership skills
• Familiarity with office management procedures and basic accounting principles
• Proven strategic mindset and demeanor and able to influence others to adapt to organizational changes.
• Strong knowledge of IT systems and infrastructure (from a customer perspective)
• Advanced knowledge of Outlook, Excel, Word, and PowerPoint (Mac environment)
• Strong initiative and a team player
• Ability to follow through on multiple projects and tasks.
• Detail-oriented and professional  

Benefits

• Paid vacation, sick leave and holidays
• Medical/Vision/Dental/Short-Term Disability/Long-Term Disability
• Employer paid Life Insurance
• Flexible Spending Accounts: Health/Dependent Care
• 401(k) matching
• Cool people to work with!