Executive Assistant/Office Manager
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CardFlight is seeking an experienced, upbeat, reliable and task-oriented individual to join our growing 35-person team and serve as our primary executive assistant and office manager. This person will report to the VP of Operations and will be responsible for performing high-level administrative duties to support our CEO, executive team, sales team, and the team as a whole. The ideal candidate is highly self-motivated, positive, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment.
What You’ll Do:
- Coordinate calendar and meeting schedule for CEO and executive team.
- Act as a chief-of-staff for coordinating meetings, taking notes, decisions and communication among the management team
- Arrange travel, accommodation, itineraries, and all correspondence related to arrangements as needed.
- Handle confidential information and sensitive communications with poise
- Prepare internal and external corporate documents for team members and industry partners
- Plan company events, meetings, client dinners, and employee team building activities or special projects
- Train, manage and supervise others who contribute towards clerical, janitorial or logistical needs of our office and team
- Liaise with facility office vendors and service providers including cleaning, catering and security services
- Coordinate with IT department on office equipment
- Proactively seek out ways to take things off the plate of our management team
- Develop & perform organizational procedures and systems for office personal, including filing, document organization, office & kitchen supply inventory
What You’ll Bring to the Table:
- Comfortable in a fast-paced environment with multiple tasks and projects at hand
- Able to organize and manage large amount of tasks, schedules and information
- A positive, confident, upbeat and motivated personality
- Self-directed and able to work without supervision
- Energetic and eager to tackle new projects and ideas
- Exceptional organizational, time management & prioritization skills
- Superior interpersonal skills as well as verbal and written communication skills
- Comfortable in both a leadership and team-player role
- Able to perform all clerical duties, taking notes, maintaining files and confidential information, organize documents as needed
What We’d Love for You to Have:
- Proven experience as an Office Manager, Front Office Manager or Executive Assistant
- Knowledge of office administrator responsibilities, systems & procedures
- Strong computer skills, including a proficiency in Microsoft Word, Excel and PowerPoint
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