Granicus

Executive Assistant / Office Manager

Granicus

full-time

Posted on:

Origin:  • 🇺🇸 United States • Arizona

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Salary

💰 $45,000 - $60,000 per year

Job Level

JuniorMid-Level

Tech Stack

Cloud

About the role

  • Manage the ELT calendar, scheduling meetings, appointments, and engagements.
  • Organize and coordinate travel arrangements, including preparation of detailed travel itineraries and necessary documents.
  • Coordinate and schedule meetings with stakeholders, ensuring all necessary arrangements are made.
  • Handle all correspondence, emails and other documentation related to ELT meetings.
  • Draft and prepare responses to emails and other forms of communication as directed by ELT.
  • Ensure timely and effective communication between ELT members, leadership team, and internal/external stakeholders.
  • Manage information flow in a timely and accurate manner.
  • Assist in planning and organizing company events and meetings; prepare agendas and distribute them in advance.
  • Take accurate meeting minutes, document key discussion points and action items, and follow up on action items.
  • Assist with or lead special projects, track progress, identify issues, and provide solutions to meet project goals.
  • Provide general administrative support to the local office, including shipping/receiving, front desk/reception, and vendor relationships.
  • Continuously improve administrative systems and procedures to enhance efficiency.
  • Prioritize conflicting needs, handle matters proactively, and follow through on projects to completion.
  • Manage and organize confidential information and documents with discretion.
  • Oversee front desk reception, visitor log, and visitor badges.
  • Receive, sort, distribute incoming mail and packages; prepare outgoing mail and coordinate pick-up and tracking.
  • Maintain office vendor and building maintenance relationships and requests.
  • Monitor, order, and maintain office, kitchen, first aid, and housekeeping supplies; manage general office expenses.
  • Maintain neat, well organized, and tidy office space and collaborate with teams to support projects and events on an ad hoc basis.

Requirements

  • Minimum 2 years Executive Assistant experience.
  • Exceptional organizational, time management, and multitasking skills.
  • Strong interpersonal and communication skills, both verbal and written.
  • Detail-oriented with a proactive approach to tasks.
  • Strong problem-solving and critical-thinking abilities.
  • Ability to manage multiple projects and deadlines.
  • Proficiency with Microsoft Office Suite and G-Suite (Google Slides, Sheets, and Documents).
  • High level of professionalism and confidentiality.
  • Strong desire for continuous learning through access to information and leadership within a growing and fast-paced business.
  • Ability to work independently and as part of a team.
  • Responsible for Granicus information security by appropriately preserving the Confidentiality, Integrity, and Availability (CIA) of Granicus information assets.
  • Responsible for ensuring the data privacy of our employees and customers and taking all required privacy training in a timely manner.
  • Must be able to work in-office in Tucson, Arizona.