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Office Manager / Administrative Assistant

Office Manager & Administrative Assistant

Job Description

 

Purpose

APR’s Office Manager/Administrative Assistant will provide high-level administrative support to the General Manager, CFO, Director of Human Resources, SVP Managing Director, and other team members and departments as needed. The OM/AA should take the initiative to get ahead of problems and be capable of communicating with all levels within the organization. This role is also responsible for making sure the HQ office is running smoothly. Tasks will include organizing, keeping supplies stocked, working with vendors, planning events, making sure facilities are clean, orderly, safe and determining cost savings and ways to improve efficiency. This position is the first point of contact both internally and externally and must be approached with the utmost professionalism and fun!

 

Essential Duties

The scope of the Office Manager/Administrative Assistant responsibilities will include, but are not limited to:

 

Office Administration (35%)

  • Keep the office running at the highest standard of upkeep and handle all general office management tasks
  • Order/purchase all supplies (office, cleaning, kitchen)
  • Be the first point of contact for incoming HQ calls (screen and redirect callers appropriately)
  • Maintain technology, including the copy machine, printer, and phones
  • Maintain phone system and other directories
  • Check company voicemail while office is closed
  • Collect, sort, deliver, and ship company mail
  • Order business cards and ship to new, remote hires
  • Manage company memberships and accounts
  • Work with vendors to coordinate, negotiate, and select design of new office materials
  • Complete miscellaneous administrative duties as requested
  • Assist other departments as needed
  • Be a liaison between INDUSTRY building management and APR
  • Manage INDUSTRY parking for employees and visitors
  • Plan events, including holiday parties, lunches, and annual APR Conference

 

Executive Support – General Manager (15%)

  • Provide administrative support to the General manager
  • Manage requests for GM’s time through 100% calendar ownership, answering questions, executing requests, and scheduling meetings
  • Assist in organizing, follow up on, or condensing communication such that it is responded to or dealt with in an effective and timely manner
  • Assist with various projects

 

Executive Support – Chief Financial Officer (20%)

  • Provide administrative support to the Chief Financial Officer
  • Manage requests for CFO’s time through 100% calendar ownership, answering questions, executing requests, and scheduling meetings
  • Assist in organizing, follow up on, or condensing communication such that it is responded to or dealt with effectively and in a timely manner
  • Manage expense reports

 

Executive Support – VP of HR (20%)

  • Provide administrative support to the VP of HR
  • Manage requests for VP of HR’s time through 100% calendar ownership, answering questions, executing requests, and scheduling meetings
  • Assist in organizing, follow up on, or condensing communication such that it is responded to or dealt with effectively and in a timely manner
  • Assist with various Human Resource projects

 

Executive Support – SVP Managing Director/Head of Global Biz Dev (10%)

  • Provide administrative support to the SVP Managing Director/Head of Global Biz Dev
  • Manage requests for SVP Managing Director’s time through 100% calendar ownership, answering questions, executing requests, and scheduling meetings
  • Assist in organizing, follow up on, or condensing communication such that it is responded to or dealt with effectively and in a timely manner
  • Manage expense reports
  • Assist with various projects
  • Assist with planning and execution of APR Annual Conference

 

Requirements

  • Experience with Outlook
  • Experience managing busy calendars and scheduling that involves multiple time zones
  • Extensive experience with Microsoft suite, especially PowerPoint and Excel
  • Attention to detail
  • Strong organizational and time management skills
  • Thrive in a collaborative, team environment
  • Proactive and ability to anticipate needs
  • Event planning experience
  • Enjoy working with all levels of an organization

 

Working Conditions

  • Ability to work in APR home office location (Denver, CO)
  • Must be able to work independently and must be highly organized
  • Work is completed in a standard office environment, sitting approximately 90% of time and working at computer 90% of time
  • Ability to sit for long periods of time, stoop, reach, and bend throughout the course of the workday
  • Ability to work on computers, including repetitive use of a keyboard and mouse for long periods throughout the course of the workday
  • Ability to vary workday and location as needed, based on the needs of APR staff nationally, globally, and associated meetings

 

 

Note:   This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job.  Other duties maybe assigned by the Executive Leadership Team.

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