Office Manager - Coalgate, OK

About the role

Provide high-level administrative support to leadership staff. Duties to be performed include but not limited to preparing materials for meetings, presentations and business communications, compiling special reports, and correspondence as required. Arrange meetings, travels and company events, interacting with Executives, President/CEO and Executives of other companies as well as corporate partners, visitors and department heads.

Responsibilities

• Manage and maintain assigned executives’ schedules.
• Responsible for front office operations; includes answering incoming calls and handling or redirecting as appropriate; meeting and greeting guests.
• Act as liaison with all departments and field offices.
• Prepare monthly expense reports for executives supported.
• Cookordinate division of workload with Executive Assistant; serve as a resource and backup to EA
• Prepare reports, memos, letters, and event budgets.
• Open, sort, and distribute incoming correspondence and mail; manages FedEx and other special mailings.
• Filer and retrieve corporate documents, records, reports and all project files.
• Prepare responses to correspondence containing routine inquiries.
• Cookordinate onsite and offsite conferences and meetings, as directed.
• Maintain inventory of and manage the purchase of office supplies and corporate gifts.
• Work with Executive Assistant to coordinate new equipment purchase and set up, including new hire IT equipment, phone lines, wireless connection and supplies.
• Responsible to keep break room fully stocked and clean.
• Cookordinate travel arrangements for assigned executives to include, air, hotel and ground transportation.
• Cooktain files, documentation and sensitive information consistent with record handling.
• Work independently and within a team on special nonrecurring and ongoing projects.

Requirements

• Associates degree or bachelor’s degree preferred with 5+ years of experience in administrative or executive assistant capacity.
• Advanced skills in Microsoft Office, including MS Word, Excel and PowerPoint, as well as strong internet skills.
• Possess excellent planning and organization skills; must be able to handle multiple projects and changing priorities.
• Excellent verbal and written communication skills and ability to communicate effectively and courteously.
• Demonstrate ability to take initiative, anticipate needs and exercise independent and sound judgment.
• Be a self-starter who requires minimal supervision; ability to handle duties which are diverse in scope and complexity.
• Actively promote and personally observe safety and security procedures and use equipment and materials properly.

Qualifications

• Office setting
• Ability to sit for prolonged periods of time
• Able to view computer terminal for long periods of time
• Manual dexterity for operating computer and office equipment

Skills & Abilities

• Advanced skills in Microsoft Office, including MS Word, Excel and PowerPoint, as well as strong internet skills.
• Possess excellent planning and organization skills; must be able to handle multiple projects and changing priorities.
• Excellent verbal and written communication skills and ability to communicate effectively and courteously.
• Attention to detail, high level of accuracy and excellent follow-through skills.
• Demonstrate ability to take initiative, anticipate needs and exercise independent and sound judgment.
• Be a self-starter who requires minimal supervision; ability to handle duties which are diverse in scope and complexity.
• Actively promote and personally observe safety and security procedures and use equipment and materials properly.

Benefits

• Company Paid Holidays
• Discretionary Performance Bonus
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Employer supplemented Health Savings Account
• Flexible Benefit Plan
• Basic Term Life Insurance
• Voluntary Term Life and AD&D Insurance
• Employer Short & Long-Term Disability Insurance
• Employee Assistance Plan (EAP)
• Hospital Indemnity, Critical Illness and Accident Insurance
• Wellness Incentive Program
• 6% Retirement Plan Match