Easter Seals Jobs

Job Title: Executive Assistant/Office Manager

Key Responsibilities:

• Assistant to one to two c-suite level executives

• Organize the office layout, orders and maintains adequate inventory of office supplies. Coordinate with our external vendors and help maintain kitchen area including coordinating with coffee machine vendor and daily stocking of office refreshments, snacks, fruit vendor and kitchen supplies.

• Assist with facility related projects, including build-out/relocation/remodeling projects and coordination with external vendors and internal stakeholders

• Assist HR with new hire onboarding and employee office moves and seating allocation with our seating schedule

• Prepare contracts, work agreements and proposals for approval through DocuSign. Maintain appropriate records and files.

• Open PO's, manage event budget and reconcile invoices.

• Handle shipping and receiving when facilities contractor is not on site.

• Coordinate travel arrangements; complete expense reports; reconcile corporate credit card.

• Greet guests, external vendors and candidates.

• Lead corporate culture building activities such as monthly Happy Hour, Holiday Party, Corporate Picnic, Corporate Offsite, Corporate Activities and order Corporate giveaways as well as all catering for the company and assists with the Scientific Advisory Board Meetings.

• Maintain and organizes calendar meetings. Exercise considerable judgment and discretion in handling requests for appointments and ensures all parties are informed of and kept abreast of schedules, schedule changes and conflicts. Ability to navigate through issues and finding solutions.

• Demonstrate a high level of professionalism in dealing with confidential and sensitive issues.

• Lead administrative support on departmental project or activity that requires administrative assistance.

• Coordinate the planning and preparation of either internal or external meeting. Activities to include but are not limited to: planning and finalizing meeting facilities and room assignments; assisting presenters with finalizing presentations; coordinating meeting room setup, including audio visual and refreshments; creation and finalization of hard-copy presentation materials, catering and other tasks as assigned.

• Back up to other Executive Assistants

Preferred Experience/Education:

• Associate degree (A.A.) or equivalent.

• Bachelor's degree highly preferred.

• 5 plus years of experience as an Executive Assistant and/or Office Manager.

Knowledge, Skills and Abilities:

· Knowledge of office administration responsibilities, systems and procedures.

· Dependable, flexible, accountable and hardworking professional - must be a team player.

· Must be proficient with Microsoft Word, PowerPoint and Outlook.

· Excellent written skills with attention to detail, time management and organizational skills.

· Ability to communicate effectively with outside contacts and all levels of company personnel.

· Strong organizational, attention to detail, problem-solving, and analytical skills; able to multi-task, manage priorities and workflow.

· Ability to work independently and as a member of various teams and committees.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.