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Office Manager/Executive Assistant

Company: Ice Consulting
Location: Milpitas
Posted on: August 5, 2022

Job Description:

Job DescriptionWho We Are:We are a privately owned leading Managed IT Services company (Managed Service Provider). Since 1997 we have specialized in providing managed IT services and managed security services for our clients. which are made up of small to medium-sized enterprises. We are looking for highly passionate individuals to join our team to help and drive the growth and success of our company.Position DescriptionThe Office Manager / Executive Assistant will be responsible for the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse individuals and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.This position requires frequent communication and coordination with ICE Consulting staff and clients.RequirementsKey ResponsibilitiesProvide general administrative support to the ICE Consulting team to include:

  • Receive and interact with visitors
  • Answer and manage incoming calls
  • Maintain physical and electronic records and define procedures for their retention, protection, retrieval, transfer, and disposal
  • Arrange meetings and conference calls (including coordination of all meeting logistics, development of agendas and meeting materials, etc.)
  • Draft correspondences and presentations
  • Record, transcribe, and distribute notes/minutes of meetings
    • Assist with the orientation of new employees to the organization
    • Provide other daily support to staff as needed
    • Assist in the support of our clients (which could require an onsite visit)Procurement of IT equipment and materials for the organization
      • Support the development of our supply chain through business partner relationships, continuous improvement programs, and just-in-time delivery management
      • Function as backup buyer for clients IT hardware and software purchasing
      • Quote, co-ordinate and manage ISP (Internet Service Provider) installation at our client sites
      • Source and develop new suppliers
      • Achieve best value sourcing, taking into account quality, delivery, and cost
      • Evaluate and execute all material requirement plansPerform general office/facilities management duties to include:
        • Manage the inventory of office supplies, order additional supplies as needed and ensure that costs are appropriately managed
        • Shipping and receiving
        • Plan space allocations, layouts, and floor moves as required, and arrange for and supervise building maintenance
        • Maintain office facilities and equipment by assisting with procurement and routine maintenance and upkeep
        • Assist the organizations President & CEO with his schedule and duties, to include managing his calendar, commitments, and travel arrangements (planning itineraries, developing agendas, and meeting materials, reporting expenses, etc.)Skills and Experience
          • 5+ years of solid administrative experience in an office setting
          • Prior experience with a Managed Services company or international development and/or non-profit organizations, and/or working in a start-up business environment (preferred)
          • Excellent verbal and written communication, networking, and presentation skills (in English)
          • Excellent organizational skills and attention to detail
          • Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines
          • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
          • Experience in a ticketing system, such as Connectwise or Service NowPersonal Characteristics The successful candidate will be:
            • Committed to and enthusiastic about the mission and vision of ICE Consulting
            • A strategic thinker who is adept at multi-tasking in a fast-paced environment, and able to plan, prioritize, and organize individual and group activities and processes
            • Outgoing, straightforward, and creative

Keywords: Ice Consulting, Milpitas , Office Manager/Executive Assistant, Executive , Milpitas, California

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