The Executive & Office Coordinator will manage the day-to-day business activities of our client, including providing strategic management of the Partners' complex schedules, coordinating meetings with internal and external contacts, and preparing and tracking expense reports. The role is a pivotal support position, as the Executive & Office Coordinator is a key liaison among staff members, portfolio companies, and between the Partner team and external Investors.
Additionally, the Executive & Office Coordinator will:
Support other members of the Leadership team with ad hoc administrative needs
Support day-to-day operations of the office
Contribute to and lead special projects across various areas of the organization
In all of these roles, the Executive & Office Coordinator will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment.
Organize and coordinate the Partners' day-to-day and long-term calendars scheduling all appointments, coordinating logistics for speaking engagements, and handling special event invitations on behalf of the Partners.
Proactively consider needs related to calendar, travel and speaking engagements. Ensure Partners are prepared for upcoming appointments by gathering materials necessary for each meeting.
Serve as the first point of contact for a wide variety of high-level relationships between the Partners and external contacts.
Attend Partners' meetings to accurately take dictation and distribute meeting minutes with key action items.
Track the Partners' expenses and prepare expense reports for reimbursement and billing.
Write individualized correspondence and other documents as requested by the Partners.
Receive and triage incoming written communications, phone calls, and mail to appropriate staff and facilitate response or action t o be carried through by the Partners as needed.
File and retrieve corporate records, documents, and reports.
Manage organizational communication, scheduling and logistics for key internal events such as board meetings, staff meetings, and Partners meetings with Investors.
Assist in answering the organization's main line and direct calls as needed to staff.
Provide essential support to Senior Leaders, including coordinating meeting logistics, communications, and materials.
As appropriate, provide administrative support to other Executive Team members in terms of managing meeting logistics, making travel arrangements, and coordinating schedules.
Other administrative duties as needed.
Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, and equipment repair.
Greet visitors and investors prior to in-person meetings with Partners.
Monitor and inventory office machines, computers, and systems, and problem-solve issues as needed (including building maintenance, copiers, and conference room scheduling).
Monitor and maintain an inventory of necessary office supplies and food items; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
Design, communicate and oversee implementation of office operations, policies and procedures.
Continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
Maintain and update office phone list, email distribution lists, and other similar systems.
Coordinate weekly external cleaning service. Perform ad hoc cleaning as needed to maintain office tidiness.
Maintain responsibility for general office upkeep. This includes keeping kitchen and supply areas stocked, clean and functional.
Provide on-premise day and evening event support and planning, including Partner meetings, investor events, and on-site engagements. This includes logistical research and planning, day-of support, and invoice/ billing management.
Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Recruiting, Marketing, Inside Sales, or Events.
Strong commitment to the mission and goals of our clients and their companies.
Utilizes analytical skills and demonstrates a broad understanding of the organization to effectively interpret and anticipate Partners' needs.
Bachelor's degree or equivalent experience.
A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.
Highly flexible, creative problem solver, with a strong ability to multitask.
Excellent oral and written communication skills. Produces well thought-out, professional correspondence free of grammatical and spelling errors.
Strong interpersonal skills. Projects a positive demeanor in interactions with all visitors and investors.
Exhibits good judgment, a high-level of professionalism, and discretion.
Superb organizational and time-management skills.
Advanced Microsoft Office Suite skills (Word, Excel, PowerPoint, and Outlook), with an ability to become familiar with firm-specific programs and software.
A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.
COMPENSATION & BENEFITS
Our client offers a competitive compensation and benefits package, including health insurance, disability insurance, 401(k) Plan, unlimited vacation leave and sick leave, and nine (9) paid holidays. In addition, our client provides a Discretionary Bonus and Profit Sharing Plan. Salary is commensurate with experience.
About HDJ & Associates, Inc.
HDJ + Associates is consistently named one of the top recruiting firms in the Pittsburgh area. We are a professional employment and search solutions company focused on recruiting the best possible talent available in today’s demanding market place.
Our clients often tell us that finding the right candidates to join their company is one of the most difficult tasks on their already overburdened task list.
Likewise, our candidates often tell us that finding the right position in today’s crowded market place is frustrating and overwhelming.
Let HDJ + Associates take the pressure out of the recruiting process for both candidates and employers. We will hit the employment bullseye each time streamlining the recruiting process to success.