Position Summary:
Suave is seeking an experienced Office Manager to join their growing team. This position requires a high level of professionalism, discretion, and organizational skills. The individual in this role will be responsible for managing and coordinating various projects, providing administrative support, and facilitating effective communication between the CFO, Executive Leadership Team (ELT) and other stakeholders. The Office Manager must be able to handle multiple tasks simultaneously and work in a fast-paced, dynamic environment. This position reports to the CFO and is a Full time position. Three days per week in the office is required with flexibility for additional time in the office as needed.
Primary Responsibilities:
Communication and Relationship Management:
- Serve as a liaison between the CFO and internal/external stakeholders, including board members, executives, employees, and external partners.
- Prepare agendas and materials for meetings, facilitate discussions, and document key decisions and action items.
- Assist in the preparation of board materials, presentations, and other documents for internal and external meetings.
- Maintain confidentiality and handle sensitive information with discretion.
Information Management:
- Organize and maintain files, records, and documentation in both electronic and physical formats.
- Keep track of important deadlines, commitments, and follow-up items, ensuring they are addressed in a timely manner.
- Support the CFO and ELT in managing priorities and staying organized amidst competing demands.
Administrative Support:
- Provide administrative support to the CFO and ELT including managing calendars, scheduling appointments, and organizing meetings.
- Prepare and edit correspondence, presentations, reports, and other documents as required.
- Handle incoming calls, emails, and other forms of communication, and prioritize and respond to them accordingly.
- Coordinate travel arrangements, accommodations, and itineraries for the CFO and other senior executives when necessary.
Project Management:
- Manage and coordinate various projects and initiatives on behalf of the CFO, ensuring timely completion and adherence to deadlines.
- Conduct research, gather data, and prepare reports or presentations to support decision-making processes.
- Track project progress, monitor budgets, and allocate resources effectively.
- Collaborate with cross-functional teams to ensure project objectives are met and stakeholders are kept informed.
Primary Requirements:
Professional Attributes:
- Bachelor's degree in business administration, management, or a related field (preferred).
- Proven experience as an Office Manager or in a similar role.
- Strong organizational and multitasking skills with the ability to prioritize and meet deadlines.
- Excellent written and verbal communication skills, including the ability to draft professional correspondence and presentations.
- Proficiency in using productivity tools such as Microsoft Office Suite, and collaboration platforms.
- Ability to work independently, exercise sound judgment, and maintain confidentiality.
- Flexibility and adaptability to work in a fast-paced and changing environment.
- Strong interpersonal skills and the ability to build effective relationships with stakeholders at all levels.
- Attention to detail and a high level of accuracy in all work.
Personal Attributes:
- Results-oriented - Ability to drive results with full accountability and proactively shifting efforts as trends and business variables change
- Collaboration - Cross functional cooperation throughout the entire organization as well as with partners and 3rd parties.
- Inquisitive individual who has a history of seeking out best practices and successfully assimilating them into his/her organization.
- Thrives in a dynamic, fast-paced working environment and comfortable making decisions, and adjusting priorities and resources.
- Excellent oral, written and communication skills.