Executive Assistant / Office Manager - Milford, MA

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CIVIQ is seeking a highly organized, flexible and customer service-oriented, Executive Assistant/Office Manager to support our CIVIQ headquarters in Milford, MA. In this role, you will support the President, HR and other senior executives to ensure smooth running day to day operations. Daily support will include scheduling meetings, appointments and travel, managing lab and office supplies and greeting visitors. Five or more years of experience as an Executive Assistant or similar role is required as well as experience with a variety of office software (email tools, spreadsheets and databases) to accurately handle administrative duties. This role is a fit for you if you function well in a dynamic, fast moving environment while bringing professionalism, flexibility and strong organizational skills to the daily operations of a small but growing office environment.

Responsibilities/Duties:

Executive Assistant Duties

  • Manage & maintain calendar for president including on-time arrivals, establishing conference calls, and ensure president is well prepared with agenda applicable materials in advance of meetings
  • Schedule/arrange meetings for the President and executives (including remote senior executives)
  • Plan and coordinate various internal and external meeting logistics as well as overall event management for Town Halls/All Hands, retreats, round tables, etc.
  • including audio and web meeting capabilities
  • Provide administrative support for HR and other departments and employees as necessary
  • Arrange corporate travel, logistics and meetings, providing detailed itineraries and agendas
  • Act as the ‘face of the office’ - initial point of contact for phone calls, clients and visitors, welcoming and directing them appropriately within CIVIQ
  • Interface with existing and prospective clients via phone, email and in person, taking accurate and detailed messages as needed
  • Assist executive staff with preparing accurate, complete expense reports and other miscellaneous items
  • Handle sensitive information discretely and confidentially
  • Be a culture advocate, promoting President and HR directed culture initiatives
  • Create/update/proofread/organize executive correspondence and PowerPoint presentations
  • Successfully manage multiple projects and tasks
  • Identify and pull resources together on short notice for projects and meetings
  • Proactively identify opportunities to help executive staff and CIVIQ team as a whole
  • Attend and capture notes at executive meetings to ensure action items / deliverables are clearly assigned and maintain ongoing status list of activities/deliverables
  • Respond to emails on behalf of executives as necessary
  • Availability for off-hours executive support (travel and meeting coordination) as necessary

Office Manager Duties

  • Manage office supplies and inventory
  • Organize office operations, procedures, office layout, supplies and equipment
  • Liaise with various facility management vendors, including cleaning, IT, catering & security services
  • Take proactive approach to office management, recommending and implementing improvements to ensure smoother office operation  
  • Coordinate and proactively manage various SW tools: GoToMeeting, Dropbox, Lucid Chart etc.

Technical/Professional Knowledge/Skills:

  • Proficiency with Microsoft Office Suite: Outlook, Word, Excel, PowerPoint
  • Excellent interpersonal and communication skills, both written and verbal
  • Strong organizational and planning skills in a fast-paced environment
  • Flexibility and initiative especially with scheduling and travel logistics
  • High level of customer service & ability to remain calm under pressure
  • Resourceful and creative in finding solutions to travel and other office issues
  • Highly accountable with demonstrated strengths in accuracy and attention to detail

Essential Education & Experience:

  • Bachelor’s degree or equivalent experience preferred
  • At least 5 years of experience supporting senior level executives 
  • Minimum 3 years office management experience
  • Event management experience is a plus
  • HR support experience is a plus

CIVIQ Smartscapes is an Equal Opportunity Employer: Minorities | Females | Veterans | Disabled

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1 (508) 381-2900

430 Fortune Blvd
Milford, MA 01757
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