Job Description
Office Manager/Executive Administrator
A national commercial real estate development and investment company based in San Rafael seeks an experienced Office Manager and Executive Assistant to the CEO. This position is an integral part of the organization and will work closely with the CEO to oversee the running of the office, managing expenses, making travel arrangements, coordinating events, etc.
(Hybrid In-Office – Optional work from home Thursdays)
Responsibilities:
Provide top-notch executive administrative support to CEO.
Successfully manage company calendars by anticipating needs and proactively addressing conflicting priorities.
Handle incoming mail, correspondence, and internal communications across multiple channels.
Coordinate meetings and events, including preparing meeting materials, weekly pipeline reports, agendas, and obtaining food for weekly meetings. Taking notes at meetings for CEO and following up on action items
Assist with company’s private equity investors, including onboarding, monitoring incoming investor email account, and entering and maintaining investor database in Juniper Square.
Code expenses on monthly credit card statements and purchases made.
Create and maintain electronic and hard copy property folders.
Coordinate outgoing mail and FedEx packages.
Organize travel including air, hotel, and car rental reservations for the team.
Oversee all office management and operations, and take charge of office needs (phones, Xerox copier, computers, supplies, etc.).
In coordination with the HR team, oversee and assist with daily HR functions, including screening interviews, overseeing benefits and yearly insurance renewal, approving time off, and enforcing company policies and practices.
Qualifications:
5+ years’ experience in a support level role.
Advanced proficiency in Microsoft Office Suite, Gmail, Google Workspace Admin Console, and willingness to learn other software.
Tech savvy, and ability to take initiative to solve problems.
Hands-on approach overseeing projects and daily tasks.
Ability to work in a fast-paced environment and handle several tasks at once.
Attention to detail and accuracy in all work.
Proactive, driven, and polite approach to work.
Company Description
AHT Cooling Systems
AHT Cooling Systems
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