Work Schedule: Mon-Fri 8:30am - 5:00pm, 40 hours per week
Remote Work: No. Role is on-site 5 days per week.
Work Environment: Corporate Office
Positions Supervised: None
Travel Required: None
Benefits & Perks: Bonus Eligibility, Healthcare Benefits (Medical, Dental, Vision), Paid Parental Leave, Employer paid Short Term Disability, 401(k) with Employer Match, PTO & Sick Time, Employee Merchandise Discount and more!
JOB SUMMARY
We are seeking a dependable, detail-oriented, and proactive Executive Office Manager to join our team at our headquarters in Philadelphia. As the Executive Office Manager, you will play a pivotal role in supporting our CFO by efficiently managing their day-to-day administrative tasks and ensuring the smooth functioning of our office operations.
The ideal candidate has 2+ years of experience as an executive admin or office manager. They are exceptionally organized, communicative, and excel at multitasking. With strong problem-solving and time management skills, they adapt to challenges with ease and foster a collaborative, productive work environment.
DUTIES AND RESPONSIBILITIES
EXECUTIVE SUPPORT TO CFO
Book and manage travel arrangements for CFO, ensuring timely and cost-effective planning of business trips.
Efficiently organize and schedule appointments, meetings, and events, keeping calendars well-managed and up-to-date.
Prepare and document accurate meeting minutes, capturing essential discussions and action items for reference and follow-up.
Write and distribute email, correspondence memos, letters and forms.
ADMINISTRATIVE ASSISTANCE
Assist in the preparation of regular reports, helping to compile and format data.
Manage, submit and reconcile expense reports in Concur.
Organize and distribute mail and packages as needed.
Conduct research on various topics and communicate your findings.
OFFICE & FACILITIES MANAGEMENT
Oversee all facilities duties, including parking, events, maintenance and cleaning.
Ensure a comfortable and well-organized workspace for our team.
Order and manage inventory of all office and kitchen supplies.
Send out memos to the company for office-related and facilities updates and ongoing employee programs.
Serve as the main point of contact for both internal and external clients.
Welcome visitors professionally, providing assistance as needed.
Coordinate interview scheduling and logistics as needed.
Conduct tours for guests and interview candidates when required.
Lead onboarding activities for new employees, including office tours and desk setup.
Facilitate the "Welcome to LAGOS" Orientation for new hires, providing ongoing scheduling and logistics support.
Assist HR with updating the Employee Directory & Org Chart as needed.
EVENTS MANAGEMENT
Plan and organize company events, coordinating all aspects from concept to execution, including: luncheons, conclaves, holiday party, and quarterly off-site events.
Manage event budgets, negotiate with vendors, and track expenses.
Collaborate with various teams to ensure seamless event logistics, including venue selection, catering, and audio-visual setup.
Coordinate event invitations, RSVPs, ensuring timely and accurate communication.
JOB/SKILL REQUIREMENTS
High School degree required, Associates or Bachelors degree a plus
2+ years of experience in an admin assistant or office manager role required
Experience as an assistant to C-suite executives preferred
Proficiency in MS Office, particularly Excel, Teams and PowerPoint
Familiarity with Concur & NetSuite is a plus
Excellent time management and prioritization skills
Strong attention to detail and problem-solving abilities
Excellent written and verbal communication skills
Superior organizational skills with multitasking capabilities
Leadership skills and ability to foster a collaborative work environment
Budget management knowledge and financial acumen
Ability to maintain confidentiality and handle sensitive information discreetly
Positive and approachable demeanor with a strong work ethic
PHYSICAL REQUIREMENTS
Prolonged periods of sitting at a desk and working on a computer
Brief periods of standing, bending, reaching, and light lifting of 10-15 lbs required
Prolonged periods of standing at times
Ability to communicate promptly and accurately via computer, telephone, or similar devices, with or without assistive technology
Must be able to follow all workplace safety protocols to ensure personal safety, safety of coworkers, equipment, and building
Must be able to access all areas of the facility to determine needs
WORKPLACE SAFETY
LAGOS follows CDC and local recommendations in the best interest of employee safety and business continuity - diligent cleaning, safety protocols, and COVID vaccination requirement (with accommodations).
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. Updated 2024.