Executive Assistant / Office Manager

Company Background:

Organize 365® is a multimedia company located in Cincinnati, Ohio. We inspire, motivate, and teach busy individuals to finally get their home and paper organized in one year with functional organizing systems that work.

About Us:

Organize 365® believes that organization is a learnable skill and we strive to equip and encourage every individual with the resources and motivation they need to get their home organized. Organize 365® was founded in 2012 by Lisa Woodruff, a productivity specialist and home organization expert. Through her top-rated podcast, books, products and programs Lisa provides physical and motivational resources that teach busy women how to take back control of their lives with functional systems that work.

Summary of Role:

This individual will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. They will be responsible for developing intra-office communication protocols, streamlining administrative procedures, office supply & office assets inventory control, office staff supervision and task delegation.

As a growing corporation, we are looking to hire the right person. Our ideal candidate will have relevant experience, a solid character, and a positive attitude.

They will be an energetic professional who doesn't mind wearing multiple hats who is experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. They are well organized, detail oriented, flexible, and enjoy the administrative challenges of supporting an office of diverse people.

They will provide high-level administrative support for the Director of Operations to ensure they can efficiently accomplish key tasks and company initiatives. They keep the Director's communications organized so that they can easily access the most important information without having to sort through low-priority items.

This individual must be creative and enjoy working within an entrepreneurial environment. They will have the ability to exercise good judgment in diverse situations, with strong written and verbal communication skills, and the ability to maintain a realistic balance among multiple priorities.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to both the Director of Operations and the office.

Primary Responsibilities:

  • Be the point person for maintenance, supplies, equipment, bills, and errands

  • Partner with HR to maintain office policies as necessary

  • Organize office operations and procedures

  • Coordinate with IT department on all office equipment and IT needs

  • Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time

  • Manage contract and price negotiations with office vendors, service providers

  • Provide general support to visitors

  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems

  • Assign and monitor clerical, administrative, secretarial responsibilities, among office staff

  • Perform review and analysis of special projects and keep the management properly informed

  • Handle event planning, assisting and execution of ad-hoc projects as needed, aid with other special projects, tasks, deliverables, and reports

  • Obtains, opens, sorts, and distributes correspondence, including email and snail mail

  • Manage the Director's email by opening, sorting, and filing

  • Orchestrate move to new office/warehouse location - hire movers, coordinate utility changes, coordinate with contractors, warehouse needs, office needs, etc.

  • Establish and monitor procedures for record keeping

  • Coordinate schedules, appointments, and bookings

  • Monitor and maintain office supplies inventory

  • Source for current and future product development and pricing

  • Holds and ensures the confidentiality of all company business and materials handled

  • Coordinate catering and get coffee for the CEO when necessary

Qualification and Experience:

As an Executive Assistant and Office Manager, you must have a proven track-record of being a winner and being able to support our winning Executive and entire office. You need to be passionate about proactively smoothing out the edges of day-to-day life, optimizing the Director's and office's productivity and ability to contribute the best strengths to the company.

Other qualifications include:

  • 5+ years of proven office management, administrative and/or assistant experience

  • Knowledge of office management responsibilities, systems, and procedures

  • Excellent time management skills, ability to multi-task, and prioritize work

  • Be deadline-driven, with the ability to flexibly adapt to rapidly shifting priorities with grace

  • Ability to multitask, handle multiple interruptions, and adjust priorities accordingly

  • Be proactive, a self-starter, and independent - you'll take initiative and do your research to provide the best support at all times

  • Provide systematic and dependable follow up

  • Proficiency in Google Suite and Microsoft Office

  • Strong problem solving, creative thinking skills, ability to exercise sound judgment, and make decisions based on accurate and timely analyses

  • Attention to detail and problem solving skills

  • Excellent written and verbal communication skills

  • Strong organizational and planning skills

  • Strong computer skills and knowledge of office software packages

  • 3+ years experience in Human Resources is a plus

Skills:

  • Communication
  • Problem solving
  • Organization
  • Reliability
  • Efficiency
  • Multi-tasking
  • Positive attitude
  • Attention to detail
  • Ability to prioritize
  • Self motivated

Core Competencies

· The Organize 365® Office Manager will align with the Organize 365® brand. This person will be committed to practicing the power of positivity, building community both within the Organize 365® team, and with our customers, living, believing, and working with a mindset of abundance. In addition, this person will be working toward transformational freedom for our customers and potential customers with the products we offer.

· Everyone on the Organize 365® team must work exceptionally well with others, be a team player, and must be committed to following the policies and procedures set forth by management.

· Our team members live by the golden rule - treating one another as we want to be treated. We remain unwaveringly positive and we approach every project and challenge with a can-do attitude.

Company Description

Company Background:

Organize 365 is a multimedia company located in Cincinnati, Ohio. We inspire, motivate, and teach busy individuals to finally get their home and paper organized in one year with functional organizing systems that work.

About us:

Organize 365 believes that organization is a learnable skill and we strive to equip and encourage every individual with the resources and motivation they need to get their home organized. Organize 365 was founded in 2012 by Lisa Woodruff, a productivity specialist and home organization expert. Through her top-rated podcast, books, products and programs Lisa provides physical and motivational resources that teach busy individuals how to take back control of their lives with functional systems that work.
 
Why Work Here?
Positive and empowering culture. Lisa and her team at Organize 365 help individuals around the world reach their organizational goals.

Company Background: Organize 365 is a multimedia company located in Cincinnati, Ohio. We inspire, motivate, and teach busy individuals to finally get their home and paper organized in one year with functional organizing systems that work. About us: Organize 365 believes that organization is a learnable skill and we strive to equip and encourage every individual with the resources and motivation they need to get their home organized. Organize 365 was founded in 2012 by Lisa Woodruff, a productivity specialist and home organization expert. Through her top-rated podcast, books, products and programs Lisa provides physical and motivational resources that teach busy individuals how to take back control of their lives with functional systems that work.