Job Description

Job Title: Office Administrator - Executive Office

Reports to: Senior Management

Job Summary:  

We are seeking a highly organized, detail-oriented Office Administrator to support the executive office in daily administrative operations. The ideal candidate will have excellent communication skills, a proactive mindset, and the ability to handle multiple tasks while maintaining a high level of professionalism and confidentiality. This role plays a crucial part in ensuring the smooth functioning of the executive office, providing administrative support to senior leadership, and managing key office operations.

Key Responsibilities:

 1. Executive Support:

• Provide administrative assistance to executives, including scheduling meetings, managing calendars, and organizing travel arrangements.
• Prepare and proofread internal and external correspondence, reports, and presentations.
• Manage and prioritize executive emails and phone calls, ensuring timely follow-up and responses.
• Handle confidential and sensitive information with discretion.

 2. Office Management:

• Oversee the day-to-day operations of the executive office, ensuring it runs smoothly.
• Coordinate office supplies, equipment, and maintain inventory.
• Organize and maintain filing systems and databases, both physical and electronic.
• Manage office events and meetings, including catering, room bookings, and preparing meeting agendas.

 3.  Communication & Liaison:

• Act as a liaison between the executive team and internal/external stakeholders.
• Serve as a point of contact for executives, clients, and vendors, ensuring professional communication at all times.
• Coordinate and facilitate internal communications between departments.

 4. Project Management 

• Assist with special projects and initiatives as needed, ensuring deadlines and objectives are met.
• Support the preparation and execution of corporate events and board meetings.

5.  Administrative Tasks:

• Handle general administrative duties such as filing, typing, scanning, and data entry.
• Track and manage office budgets and expenses for the executive office.
• Maintain the organization of the executive team’s office space and ensure a professional working environment.

Qualifications:

• Bachelor’s degree in Business Administration, Office Management, or a related field (preferred).
• Proven experience (3+ years) as an office administrator or executive assistant, preferably within a corporate setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize tasks effectively.
• High attention to detail and accuracy.
• Discretion and ability to maintain confidentiality.
• Professional demeanor with a customer-service focus.

Additional Skills:

• Knowledge of office management procedures and best practices.
• Ability to work independently with minimal supervision.
• Adaptability and the ability to handle shifting priorities in a fast-paced environment.

Application Requirements:  

Candidates must upload the following:

• Cover letter
• Resume
• Two-minute video introducing themselves and answering the following questions: 
  • What has been your life’s greatest achievement? 
  • What frustrated you most about your last position or job? 
  • What most attracted you to respond to our ad?

Please submit your video as a link (not as a file) using one of the following methods:

1. Upload directly on this application (preferred)
2. Email the link to teal@goldstream.us
3. Text the link to 801-232-1156

Accepted formats include YouTube links, Google Drive links, or other shareable video links.

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