Grey Search + Strategy is a boutique executive recruiting and consulting firm for growth-oriented companies that are tired of the revolving door of mismatched candidates and passive recruiting partners. Unlike bigger, transactional firms that focus more on "fill" than fit, we invest more time, provide more attention, do more research, and add more value to deliver team members that work happier, stay longer and contribute more. We are a dedicated, dynamic team with skill sets that allow us to grow and evolve with our clients' needs. In all we do, we blend passion with professionalism, intelligence with integrity, and focus with fun-all in the name of client satisfaction and personal fulfillment.
About the Role:
You support the Grey Search + Strategy team ensuring the smooth and efficient operation of the office by providing comprehensive administrative support to executives and managing day-to-day office activities. This position requires a proactive and organized individual with excellent communication skills, attention to detail, and the ability to handle a wide range of responsibilities. As a great communicator, you are an ideal ambassador for the Grey Search team and our clients, whether you are connecting one-on-one, on social media, or networking at an event.
Responsibilities:
EXECUTIVE SUPPORT:
Provide high-level administrative support to executives, including managing calendars, scheduling appointments, and coordinating meetings
Prepare and organize materials for meetings, ensuring executives are well-prepared and briefed
ADMINISTRATIVE SUPPORT:
Manage and prioritize incoming communications, including emails and phone calls
Maintain and organize filing systems, both physical and digital
HUMAN RESOURCES SUPPORT:
Review and edit team job descriptions
Schedule check-in dates for employee performance reviews
Assist with offer letters and the onboarding process for new employees
Be on point of contact for our PEO
OFFICE MANAGEMENT:
Oversee the day-to-day operations of the office, including managing office supplies, equipment, and facilities
Coordinate with vendors and service providers to ensure a well-maintained and efficient working environment
COMMUNICATION:
Act as a liaison between executives and internal/external stakeholders, handling inquiries and requests
Draft, edit, and proofread correspondence, reports, and presentations
TRAVEL COORDINATION:
Arrange travel itineraries, accommodations, and logistics for executives
Process travel expenses and maintain accurate records
MEETING AND EVENT COORDINATION:
Plan and coordinate office events, meetings, and conferences, order promo items
Ensure all logistics, materials, and technology requirements are in place for successful event
PROBLEM SOLVING:
Address and resolve operational issues in a timely and effective manner
Proactively identify areas for improvement and implement streamlined processes
Requirements:
Bachelor's degree preferred
Proven experience as an executive assistant or office manager
Experience with a PEO (Professional Employer Organization) preferred
Excellent organizational and multitasking abilities
Strong communication and interpersonal skills
Proficient in Microsoft Office Suite and other relevant software
Ability to work independently and take initiative
Attention to detail and a high level of accuracy
This job description serves as a general guideline and may be adjusted to reflect the specific needs of the organization.