Overview We are a dynamic promotional products company seeking a highly organized and versatile Office Manager/Executive Assistant to support our senior leadership and manage daily office operations. The ideal candidate will excel in a fast-paced environment, possess strong administrative skills, and demonstrate proficiency in Microsoft Office and QuickBooks. This role requires excellent communication, multitasking abilities, and a proactive approach to ensure smooth operations and executive support.
Key Responsibilities - Executive Support:
- Manage calendars for senior leadership, scheduling meetings, appointments, and travel arrangements while resolving conflicts efficiently.
- Act as the primary point of contact for internal and external stakeholders, handling emails, phone calls, and correspondence with professionalism and confidentiality.
- Prepare, edit, and organize documents, including reports, presentations, and proposals, using Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Coordinate and prepare materials for client meetings, trade shows, and promotional campaigns, ensuring alignment with company branding.
- Track and follow up on executive action items, ensuring timely completion of tasks.
- Office Coordination:
- Oversee office operations, including ordering supplies, managing vendor relationships, and ensuring a well-maintained and organized workplace.
- Maintain accurate financial records using QuickBooks, including processing invoices, tracking expenses, and reconciling accounts.
- Assist with onboarding new employees, setting up workstations, coordinating IT access, and providing orientation to office procedures.
- Promotional Products Support:
- Coordinating promotional product orders, including communicating with suppliers, tracking inventory, and ensuring timely delivery.
- Maintain client records and project details in QuickBooks and Microsoft Excel for accurate order tracking and reporting.
- Confidentiality: Handle sensitive client and company information with discretion and maintain strict confidentiality.
Qualifications - Experience: 2+ years of experience as an Executive Assistant, Office Coordinator, or similar role, preferably in a sales-driven or promotional products environment.
- Education: High school diploma required; Associate's or Bachelor's degree preferred, or equivalent combination of education and experience.
- Skills:
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) for document creation, data analysis, and presentations.
- Hands-on experience with QuickBooks for invoicing, expense tracking, and basic bookkeeping.
- Strong organizational and time-management skills with the ability to prioritize multiple tasks.
- Excellent written and verbal communication skills.
- Ability to work independently and collaboratively in a team-oriented environment.
- Attributes: Detail-oriented, proactive, and adaptable with a customer-focused mindset. Strong problem-solving skills and a positive attitude.
Work Environment - Location: 4300 Central Avenue, St. Petersburg, FL 33711
- Schedule: Part-time, Monday through Thursday, 9 AM-4 PM
- Travel: Minimal travel may be required for client meetings.
Benefits - Competitive salary with opportunities for performance-based bonuses.
- Paid company holidays.
- Employee discounts on promotional products.
- Professional development opportunities to enhance skills in office management and QuickBooks.