Acting as office manager for CEO and COO, with tasks potentially spanning to encompass 20 buildings in 3 locations, manage all business-related tasks; such as, creating reports, organizing travel and accommodation, making appointments, taking minutes, ordering/coordinating service requests, and other organizational tasks. Provide high-level administrative support of operations and planning functions to ensure smooth and efficient project management and seamless communication. Serving as the point of contact among executives, employees, clients and other external partners, manage information flow and coordination in a timely and accurate manner.
SUPERVISOR: Chief Executive Officer (CEO)
FUNCTIONS AND RESPONSIBILITIES:
Compose correspondence, agendas, research, draft or abstract reports, etc.
Arrange essential mail and correspondence in priority action order
Coordinate administrative team communication, including, answering and screening phone calls, emails and visitors
Assist in the coordination and planning of events, meetings and appointments, including service needs, set up and tear down coordination
Arrange travel as needed.
Assist in the reconciliation of credit card expenses & reimbursement
Update and manage information & coordinate organized data storage
Serve as conduit of clear and accurate information to staff members
May supervise other administrative staff
Primary contact and informational resource for the Executive Team
Prioritize work requests, meeting scheduling and keep detailed records
Schedules annual preventative maintenance services and other services as needed
Orders supplies as needed
Monitors relevant operating and capital budgets
Acts as security liaison. Monitor all security reports. Manage card access requests
Maintain office calendar and calendars of key staff members
Communicate information about any building activities, program needs or requests with ability to apply critical thinking related to priority
Oversees shared space scheduling as needed
Assist in creating and maintaining relevant database
Maintains building key list and distributes keys as necessary
Assure discreet and confidential handling of all business activities
*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
**TLC is proud to be an equal opportunity employer and all employees and applicants for employment are afforded equal opportunity in every area of hiring and employment without regard to race, color, religious creed, national origin, ancestry, sex, gender identity, age, criminal record (inquiries only), handicap (disability), mental illness, retaliation, sexual harassment, sexual orientation, genetics, active military, and any other legally protected characteristic.
**TLC embraces and celebrates a spirit of inclusion and diversity, and reasonable accommodations and modifications will be made whenever possible.