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Office Manager / Executive Assistant

Office Manager / Executive Assistant

CP Engineers, Architecture & Environmental ServicesSparta, NJ, US
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Job Description

Job Description

The Office Manager / Executive Assistant is responsible for providing high-level administrative support to senior leadership while ensuring the smooth and efficient operation of the office. This combined role requires a highly organized and proactive individual with exceptional communication and multitasking skills.

Reports to : CEO, President, or other senior executive.

Executive Support

  • Manage and maintain executive calendars, schedule appointments, and coordinate internal and external meetings.
  • Act as a gatekeeper, screening and prioritizing incoming calls, emails, and correspondence.
  • Coordinate complex travel arrangements, including flights, transportation, and accommodations.
  • Prepare and edit confidential correspondence, reports, presentations, and other documents.
  • Prepare and submit expense reports and manage travel budgets.
  • Handle and maintain confidential information with the utmost discretion.
  • Serve as the primary liaison between the executive team, internal staff, and external partners.

Office Management

  • Manage day-to-day office operations, ensuring an efficient and productive work environment.
  • Oversee general office administration, including vendor relationships, office supply inventory, and equipment maintenance.
  • Assist with onboarding new employees from an administrative standpoint, including workspace setup.
  • Coordinate and organize company events, including team-building activities, meetings, and celebrations.
  • Develop and enforce office policies and procedures.
  • Manage the reception area, greeting visitors and directing them appropriately.
  • Oversee all incoming and outgoing mail and package deliveries.

    • Requirements

    Education and Experience

  • A minimum of 4+ years of experience as an Executive Assistant, Office Manager, or in a similar administrative role reporting to upper management.
  • A bachelor's degree in business administration, management, or a related field is often preferred, but not always required.

    • Skills

  • Organizational and Time Management : Ability to organize, coordinate, and manage multiple concurrent projects and deadlines with meticulous attention to detail.
  • Communication : Exceptional written and verbal communication skills.
  • Tech Proficiency : Advanced skills in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) are typically required, with proficiency in other firm-specific software and productivity tools being a major advantage.
  • Discretion and Confidentiality : High level of professionalism and discretion when handling sensitive information.
  • Problem-Solving : Proactive and self-motivated with strong problem-solving abilities.
  • Interpersonal Skills : Excellent interpersonal skills with the ability to build and maintain relationships at all levels.
  • Flexibility and Adaptability : Ability to adapt to changes in a fast-paced, dynamic environment.

    • Benefits

  • 401(k) match
  • Flexible hours
  • 15 days paid time off
  • Tuition, professional license, and association fee reimbursement
  • Medical, dental, and vision coverage
  • Support for employee work / life balance
  • Training and development opportunities
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