Senior Office Manager/Executive Assistant

Position Purpose:

The successful candidate will serve as the Austin, TX, headquarters Office Manager and Executive Assistant to the President/CEO and Executive Vice President of the Company. The EA provides high-level administrative support to senior leadership while also overseeing day-to-day office operations and some facilities coordination. This role is highly dynamic and requires a proactive individual who is comfortable managing a wide variety of responsibilities across executive administration, office operations, regulatory compliance, and staff support. The ideal candidate is highly organized, adaptable, service-oriented, and willing to take ownership of both strategic administrative tasks and hands-on operational duties.

Essential Duties and Responsibilities:

• Provide direct administrative support to the CEO, VP, and other senior leaders as required.
• Manage executives' calendars, email and handle routine items independently.
• Prepare complex expense reports using Concur.
• Manage quarterly board meetings including scheduling, formatting, editing and distribution of material.
• Supervise receptionist and shipping/receiving staff.
• Organize events including flu clinic, United Way campaign and other staff related recognition programs.
• Manage multiple vendor services.
• Help resolve urgent facility requests.
• Serve as back up to reception and shipping/receiving.
• Coordinate laboratory equipment calibrations.

Required Knowledge, Skills & Abilities:

• Exceptional organizational and interpersonal communication skills.
• Ability to multi-task while maintaining cognizance of priorities and deadlines.
• Ability to work with clients and staff across a wide cross section of experience, education and disciplines;
• Experience organizing meetings and events;
• Capacity to facilitate teamwork by contributing to the duties at hand, regardless of primary assignment(s);
• High-level knowledge and use of MS Office Outlook, Teams, Word, PowerPoint, and Excel;
• Capacity for independent, analytic thought, problem-solving, and decision-making.
• Be comfortable wearing many hats and adapting to evolving responsibilities
• Take initiative to solve problems independently
• Enjoy supporting others and contributing to a well-run workplace
• Be detail-oriented and highly dependable

Education/Experience:

• HS Diploma and at least 10+ years in an executive assistant or senior level administrative role.

Clearance:

Ability to acquire a U.S. Government clearance.

Supervisory Responsibilities:

This position supervises the receptionist and shipping/receiving staff.

Working Conditions/ Equipment:

This position requires long periods of sitting at a desk working on a computer and answering the phone. It also requires moving large quantities of supplies around the Austin campus and the ability to lift at least 25 lbs.