Executive Assisstant and Office Manager

Location: Wells, ME

ATX is a management consulting firm providing business process improvement and technology advisory services to high-growth business. As ATX expands, we are looking to hire a qualified Office Manager to join our organization. The Office Manager will wear many hats. A key responsibility will be administratively supporting the executive team. This position will be based in the ATX office located in Wells, Maine.

The ideal candidate will thrive in an entrepreneurial setting working on many projects simultaneously. Candidate must be well organized. Candidate should have a strong attention to detail, experience in handling a wide range of administrative and executive support related tasks, and the ability to work independently with little or no supervision. Must enjoy the challenges of supporting a team with a combination of office-based employees and telecommuters across multiple states in New England.

Responsibilities

Office Management:

  • Point person for maintenance, mailing, shipping, supplies, equipment, office visitors, and errands
  • Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors and service providers
  • Responsible for managing office services by ensuring office operations and procedures are organized
  • Oversee adherence to office policies and procedures and help define standards
  • Ensure security, integrity and confidentiality of data
  • Ensure documents are filed appropriately
  • Monitor and maintain office supplies inventory
  • Help to preserve a safe and secure working environment

Executive Support:  

  • Support bookkeeping activities including expense reports, customer billing, vendor bills, time reporting, payroll, and bank deposits
  • Prepare operational reports for executive team
  • Responsible for creating PowerPoint slides
  • Capture notes and action items during team and client meetings
  • Organize and schedule meetings and appointments
  • Coordinate travel as necessary
  • Participate actively in the planning and execution of company events
  • Manage corporate/customer gift purchasing and shipping  
  • Support human resources related activities including employee onboarding

Desired Experience:

  • Prior office management, administrative or assistant experience
  • Excellent time management skills and ability to multi-task and prioritize work
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • Basic understanding of office management responsibilities, systems and procedures including accounting processes, clerical practices, and human resources management

Send inquiries to hr@atxadvisory.com