Office Manager
CND Life Sciences
- Scottsdale, AZ
- $70,000-80,000 per year
- Permanent
- Full-time
- Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for Executive Leadership Team.
- Manage and maintain ELT's schedules including arranging appointments, meetings and travel itineraries.
- Act as the primary point of contact between the ELT and internal/external stakeholders.
- Coordinate and facilitate meetings including preparing agendas, taking notes, recording minutes and following up on action items.
- Receives incoming communication or memos on behalf of ELT, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping for the Atlanta Indie Studios office location.
- Anticipate executive needs and proactively address them to ensure efficient workflow.
- Provide event management support as requested.
- Collaborate with other administrative staff to ensure seamless office operations.
- Provide hospitality to all guests and create a welcoming environment
- Manage suppliers that support the day-to-day operations of the laboratory.
- Greeting visitors, ensuring guests are comfortable, connected with the right office personnel and in compliance with visitor policies.
- Managing schedules for conference and community spaces.
- Monitoring and ordering inventory for office and break room supplies.
- Partnering with the building landlord to ensure upkeep and maintenance within CND's campus office locations.
- Submitting work orders and scheduling repairs for general office space and equipment
- Managing all facilities vendor relationships and contracts in partnership with the Financial Controller and Director of HR
- Submitting work orders and scheduling repairs for general office space and equipment
- Establishing and maintaining SOPs for facilities workflow procedures to ensure maximum efficiency and business continuity.
- Partnering with the Senior Leadership Team (SLT) and project manager to assist with office expansion planning and office moves to include but not limited to assembling office furniture/equipment.
- Monitoring office expenditures and optimizing costs where possible.
- Monitoring the safety and cleanliness of interior and exterior areas, such as offices, breakrooms, conference rooms, parking lots and outdoor recreation spaces.
- Ensuring proper security measures for the workplace, including collaborating with security system vendors and IT.
- Performs other related duties to benefit the mission of the organization
- Minimum of 5 years' experience working in an administrative or executive assistance role.
- Experience working in a start-up and/or high-growth company preferred.
- Proven experience as an executive assistant or similar role, supporting C-level executives preferred.
- Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
- Ability to function well in a high-paced and at times stressful environment.
- Prior experience managing office facilities, contractors and vendors preferred.
- Prior experience in project management with tenant improvement management experience preferred.
- Excellent written and verbal communication skills, including proper grammar and spelling.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
- Detail-oriented with a high level of accuracy in work output.
- Flexibility and adaptability to changing priorities and deadlines.
- Professional demeanor and strong interpersonal skills.
- Ability to work independently with minimal supervision and as part of a team.
- Knowledge of office management systems and procedures.
- Experience with travel coordination and expense management is a plus.
- High school diploma or equivalent required.
- Bachelor's degree in Business Administration or related field preferred.
- This position is located onsite at our Company's headquarters in Scottsdale, AZ.
- It is required to be in office 5 days a week.
- Combination of seated and standing work to complete the core functions of the role
- Must be able to lift up to 15 pounds at times.