Senior Office Manager/Executive Assistant

Position Purpose:

The successful candidate will serve as the Austin, TX headquarters Office Manager and an Administrative Assistant to the President/CEO and Executive Vice President of the Company. Duties are consistent with the skills as stated above and include a wide range of responsibilities critical to corporate operations.

Essential Duties and Responsibilities:

• Work across all areas of the Company to communicate or otherwise promote the leadership agenda and mission of the Company - internally and externally.
• Handle all scheduling and correspondence for Company Officers (VP/CEO). This includes editing, formatting and producing various reports and presentations.
• Manage calendars and coordinate myriad meetings and activities.
• Create systems and practices to enhance office and Company performance.
• Manage and oversee reception and office supply functions; and participate in facility activities when needed. This includes providing urgent or emergency notifications to staff.
• Assist in a wide range of Company activities including HR/personnel and administration, consulting operations, marketing and business development, and basic laboratory functions.
• Manage and oversee company charitable donation projects.
• Manage and set up staff events, parties and milestones.
• Responsible for expense reporting for Company Officers, Directors, and occasionally other staff members
• Provide back-up support to shipping & receiving and reception when coordinating staff is out. This involves myriad duties that defer to those role.
• Ability to be a key player when additional tasks and responsibilities arise. Leading the charge on overall office duties and responsibilities.

Required Knowledge, Skills & Abilities:

• Exceptional organizational and interpersonal communication skills.
• Experienced writing skills sufficient to draft or communicate Company Officers' intentions.
• Strong proofreading and editing abilities combined with above average vocabulary and grammatical skills.
• Ability to multi-task while maintaining cognizance of priorities and deadlines.
• Ability to work with clients and staff across a wide cross section of experience, education and disciplines;
• Experience organizing meetings and events;
• Capacity to facilitate teamwork by contributing to the duties at hand, regardless of primary assignment(s);
• Exceptional telephone skills;
• High-level knowledge and use of MS Office Outlook, Teams, Word, PowerPoint, and Excel;
• Capacity for independent, analytic thought, problem-solving, and decision-making.

Education/Experience:

• HS Diploma and at least 10+ years in an executive assistant or senior level administrative role.

Certificates and Licenses:

Licensed Notary preferred.

Clearance:

Ability to acquire a U.S. Government clearance.

Supervisory Responsibilities:

This position will supervise the receptionist and other lower-level administrative functions at times.

Working Conditions/ Equipment:

This position requires long periods of sitting at a desk working on a computer and answering the phone. It also requires moving large quantities of supplies around the Austin campus and the ability to lift at least 25 lbs.