Office Manager and Executive Assistant

Responsibilities :

This position will directly work with the company President on all the issues that she deals with daily which will include :

• Managing / responding to emails and calls
• Managing her schedule and travel
• Inputting / Coding her credit card receipts into QuickBooks Desktop Enterprise
• Opening and responding to the mail
• Ordering office supplies
• Scheduling and organizing events
• Depositing checks that are mailed to the office
• Human Resources -Including managing our benefits and Onboarding / Offboarding team members
• Streamlining our accounts payable by setting up auto-payments with Vendors
• Assisting with other team members to find solutions or resources with a willingness to do menial tasks if necessary

Requirements :

1. Extensive Administrative Experience

• Years of Experience : 5-7 years of administrative experience with at least 2-3 years supporting C-level executives or senior management.
• Industry Experience : Familiarity with the construction industry and graphic design would be advantageous, as it helps the assistant understand the business context and anticipate needs.

2. Strong Organizational Skills

• Calendar Management : Experience managing complex calendars, scheduling meetings, and coordinating travel arrangements.
• Prioritization : Ability to juggle multiple tasks and prioritize them based on the CEO’s needs and the business’s demands.

3. Excellent Communication Skills

• Written and Verbal : Proficiency in drafting correspondence, handling communications, and preparing reports or presentations.
• Interpersonal Skills : Experience in managing relationships with internal and external stakeholders, acting as a gatekeeper, and ensuring smooth communication flows.

4. Discretion and Confidentiality

• Handling Sensitive Information : Experience managing confidential information with the utmost discretion, given the sensitive nature of a CEO’s role.
• Decision-Making : The ability to make decisions on behalf of the CEO, when appropriate, and to understand the weight of those decisions.

5. Project Management

• Coordination : Experience in coordinating projects, including following up on tasks, managing timelines, and ensuring deliverables are met.
• Problem-Solving : A demonstrated ability to handle unexpected issues and find effective solutions.

6. Technology Proficiency

• Software Skills : Proficiency in office software (e.g., Microsoft Office Suite and particularly Excel) and familiarity with communication tools (MS Teams. Monday.com).
• Tech Savviness : Ability to quickly learn and adapt to new technologies that the CEO or company might adopt.

7. Flexibility and Adaptability

• Availability : Willingness to work outside regular hours when needed, as CEOs often work irregular hours and may need assistance at any time.
• Adaptability : Experience in adapting to changing priorities and a fast-paced environment.

We are looking for someone with a great memory, is very tech savvy, has a love for detail, has great problem-solving skills, and a genuine passion for working with clients.

A morning person with a high energy level would be ideal. Much of the work is done using Microsoft Outlook, Excel, and QuickBooks, so the more you are proficient in these three programs, the better.

Keenbee Talent Solutions is a Native Alaskan Women owned sdb specializing in the placement of highly skilled professionals in Accounting and Finance, IT / MIS and Biomedical.

Keenbee has been in business since 1997 servicing New Mexico and the surrounding states with high results. Keenbee Talent Solutions is an equal opportunity employment agency.

We do not discriminate based on race, color, national origin, religion, ancestry, sex, age, disability, serious medical condition, spousal affiliation, sexual orientation, gender identity, or other classifications protected under the law.