Admin Assistant/Office Manager

Admin Assistant / Office Manager

Reporting directly to the CEO, the Admin Assistant provides direct support to the CEO and other C level executives. This person will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Team.

They also serve as a liaison to other leaders in the Retro Fitness Support Center; organizes and coordinates executive outreach and external relations efforts;

oversees special projects which on occasion could include personal matters.

You must be creative and enjoy working within a small, ambitious environment that is mission-driven, results-driven, and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple competing priorities.

This person will have experience with project management and can work independently on projects, from conception to completion, must be highly proficient across all Microsoft Office applications, ability to build financial decks, and be able to work under pressure at times to handle a wide variety of activities and confidential matters with strict discretion.

Retro Fitness is an organization that prides itself on promoting health, wellness, and fitness, as such the ideal candidate would be someone that embraces and role models similar approach to life, bringing this passion and positivity to the workplace.

Roles and Responsibilities

• Completes a broad variety of administrative tasks for the CEO including managing an active calendar of appointment, completing expense reports, composing, and preparing correspondences that are often confidential, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive, confidential, and personal nature.

Leveraging critical thinking skills, determines appropriate course of action, referral, or response.

Provides a bridge for smooth communication between the CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.

Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

• Provides leadership to build relationships crucial to the success of the organization.
• Prioritizes conflicting needs; handles matter’s expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Office Manager

• Supports company operations by maintaining office systems, café, and staff.
• Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions, and assigning and monitoring clerical functions.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Completes operational requirements through event coordination, including Investor meetings, team building, and annual events.
• Creating and achieving financial objectives by preparing an annual office budget for supplies, events, and meals.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to the board of directors.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling Executive as well as all staff meetings and attending necessary meetings.
• Builds meeting agendas, takes minutes, and follows up with team members managing deadlines.
• Facilitates cross-divisional coordination of travel and outreach plans.

Communications, Partnerships, and Outreach

• Creative writing skills are strong, edits and completes first drafts for written communications to external stake holders, speech writing, blogs, and editorials.
• Acts as editor for all communications coming from the CEO, and at times, other senior leaders as well.
• Strong social media skills and knowledge.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with extraordinary attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Anticipates and is a forward-looking thinker who actively seeks opportunities and proposes solutions without being prompted to do so.

Education and Experience Requirements

• Bachelor's degree preferred
• Minimum of 2-4 years’ experience in similar role.
• Highly proficient in Microsoft Office (Outlook, Word, Excel, SharePoint, and Power Point), Adobe Acrobat, and all Social Media web platforms.
2 days ago