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Office Manager/Executive Assistant

Rev Renewables

This is a Contract position in Dallas, TX posted August 24, 2021.

Rev Renewables is seeking an Executive Assistant/Office Manager to join their team in New York to manage a variety of general office activities in addition to a variety of administrative duties directly for the Chief Executive Officer and Chief Operating Officer by effectively completing the following duties: Manage calendars for very busy executives.

Schedule meetings and conference calls; reserve conference rooms, invite attendees, obtain security clearance and place catering orders.

Day to day running of the office operations including oversight of the overall maintenance of the office, work orders and construction projects Coordinate the remodeling and expansion of office space, build-out or relocation of company, as well as the leasing, opening and moving of satellite office(s) Analyze and organize office operations and procedures such as office security, information management, conference room scheduling, filing systems, requisition of supplies, and other clerical services such as phone and front desk coverage, calendar management Manage the process of new hire onboarding (training, IT equipment, phone, office set up, etc) Act as a project manager by coordinating projects, communicating changes and progress Compose and edit correspondence and memoranda for staff updates and information Support accounts payable in coordinating the invoice approval process by coding and routing invoices for payment Support procurement and inventory processes and related documentation needs Type and proofread memos, letters, reports, contracts, specifications, procedures, policies, etc.

Assist in securing employee trainings, facilitate travel arrangements for staff and guests, assist with expense reimbursements and reconciliations Assist office staff with time sheets, manage the list of approved work orders for employee time tracking, maintain employee PTO calendars and records Purchase new office equipment and furniture and manage service/repairs/warranty claims Operate AV equipment and a variety of office equipment (copiers/printers/postage machine) performing basic maintenance to ensure daily readiness (toner replacement, paper refill, etc.) and manage mail and package deliveries/distribution (USPS, FedEx, UPS, etc) Receive, sort, and distribute incoming and outgoing mail Arrange conference calls as needed, answer incoming calls and record phone messages Negotiate vendor contracts and manage vendor relationships, maintaining up to date vendor/contractor contact list and coordinate meetings for office and personnel Manage vendor relationships and maintain up to date vendor/contractor contact list and coordinate meetings for office and personnel as required Qualifications: 4 years College or University program certificate.

3 years in an Executive Assistant and/or office management role.

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

Able to write reports, business correspondence, and procedure manuals.

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public Proficient computer skills, including Microsoft Office Suite (Outlook, PowerPoint, Word, and Excel).

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