Office Manager and Executive Assistant

We are seeking an organized, proactive, and people-focused Office Manager and Executive Assistant to support our Executive Team and ensure our executive office is a welcoming, well-run environment. This is a highly visible role and face of Foundation Source who will be responsible for overseeing and coordinating the day-to-day logistics and operations of Foundation Source office facilities, including phone coverage, and other support duties. The role is suited to a self-starter who is highly organized, detail-oriented, proactive and has excellent communication and collaboration skills throughout the organization.

Key Responsibilities

Executive Support - 60%

• Prepare, submit and track expense reports for the CEO, as well as other key executives, in a timely and accurate manner
• Plan and coordinate travel, accommodations and itineraries for the CEO’s business trips
• Coordinate high-level meetings for the CEO and other Executive Team members, including off-sites, and key client/vendor engagements, arranging logistics, preparing agendas, and organizing materials
• Work with IT and People team to support office events including team meetings, company gatherings and special events, ensuring all aspects are well planned and executed.
• Board meeting preparation and collaboration with marketing
• Promote a great employee and client experience by prioritizing effective communication and workflow, collaborating with other departments and team members

Office Management - 35%

• Act as the face of the company by warmly greeting clients, visitors and employees, ensuring an excellent first impression
• Manage the daily operations of the NY and CT offices including administrative support, vendor management, landlord relations, and assist with office supply orders and inventory
• Manage workstation reservation system for visiting employees
• Work closely with IT to report and support office equipment operations
• Coordinate maintenance, fire safety and other compliance issues with landlords and building communications
• Organize meals for on-site meetings and events as needed
• Identify opportunities for process and office management improvements, design and implement new systems

Other duties as assigned by management – 5%

Requirements

• Clear and effective communication, both written and verbal
• Respect for and adherence to client confidentiality
• Computer savvy, including competency with the Microsoft Office application suite (especially Outlook, Excel, and Word) and automated phone systems
• Strong organizational skills, attention to detail, commitment to accuracy and excellent work product, employed with maximum efficiency
• Accountability and initiative with regards to executing tasks and coordinating with colleagues
• Proven ability to handle a high volume of work, prioritize issues and tasks, and to display “grace under pressure” and equanimity
• An action-oriented approach to work and desire to take on more, as necessary
• A constructive, can-do attitude, with a focus on achieving positive, successful outcomes, especially in challenging circumstances
• Receptiveness to feedback and critique, demonstrating maturity and self-awareness through a consistent willingness to listen, learn, and ask questions
• Strong client-service orientation and interpersonal skills, including a sense of diplomacy and a desire to be a key contributor to a smoothly running team and department
• A professional presence and demeanor in working with both internal and external constituents

Location: Must be able to commute to Fairfield, CT office 5 days per week.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.

Salary: $75k-85k