Job Description:

Job Title: Executive Office ManagerLocation: Philadelphia Corporate OfficeDepartment: AdministrationReports to: CFOJob Type: Full TimeJob Level: AssociateFLSA Classification: Exempt (Salaried)Work Schedule: Mon-Fri 8:30am - 5:00pm, 40 hours per weekRemote Work: No. Role is on-site 5 days per week.Work Environment: Corporate OfficePositions Supervised: NoneTravel Required: NoneBenefits & Perks: Bonus Eligibility, Healthcare Benefits (Medical, Dental, Vision), Paid Parental Leave, Employer paid Short Term Disability, 401(k) with Employer Match, PTO & Sick Time, Employee Merchandise Discount and more!JOB SUMMARY We are seeking a dependable, detail-oriented, and proactive Executive Office Manager to join our team at our headquarters in Philadelphia. As the Executive Office Manager, you will play a pivotal role in supporting our CFO by efficiently managing their day-to-day administrative tasks and ensuring the smooth functioning of our office operations.The ideal candidate has 2+ years of experience as an executive admin or office manager. They are exceptionally organized, communicative, and excel at multitasking. With strong problem-solving and time management skills, they adapt to challenges with ease and foster a collaborative, productive work environment.DUTIES AND RESPONSIBILITIES EXECUTIVE SUPPORT TO CFO Book and manage travel arrangements for CFO, ensuring timely and cost-effective planning of business trips. Efficiently organize and schedule appointments, meetings, and events, keeping calendars well-managed and up-to-date.Prepare and document accurate meeting minutes, capturing essential discussions and action items for reference and follow-up.Write and distribute email, correspondence memos, letters and forms.ADMINISTRATIVE ASSISTANCEAssist in the preparation of regular reports, helping to compile and format data.Manage, submit and reconcile expense reports in anize and distribute mail and packages as needed.Conduct research on various topics and communicate your findings.OFFICE & FACILITIES MANAGEMENT Oversee all facilities duties, including parking, events, maintenance and cleaning.Ensure a comfortable and well-organized workspace for our team.Order and manage inventory of all office and kitchen supplies.Send out memos to the company for office-related and facilities updates and ongoing employee programs.Serve as the main point of contact for both internal and external clients.Welcome visitors professionally, providing assistance as needed.Coordinate interview scheduling and logistics as needed.Conduct tours for guests and interview candidates when required.Lead onboarding activities for new employees, including office tours and desk setup.Facilitate the "Welcome to LAGOS" Orientation for new hires, providing ongoing scheduling and logistics support.Assist HR with updating the Employee Directory & Org Chart as needed.EVENTS MANAGEMENT Plan and organize company events, coordinating all aspects from concept to execution, including: luncheons, conclaves, holiday party, and quarterly off-site events.Manage event budgets, negotiate with vendors, and track expenses.Collaborate with various teams to ensure seamless event logistics, including venue selection, catering, and audio-visual setup.Coordinate event invitations, RSVPs, ensuring timely and accurate communication.JOBSKILL REQUIREMENTSHigh School degree required, Associates or Bachelors degree a plus2+ years of experience in an admin assistant or office manager role requiredExperience as an assistant to C-suite executives preferredProficiency in MS Office, particularly Excel, Teams and PowerPointFamiliarity with Concur & NetSuite is a plusExcellent time management and prioritization skillsStrong attention to detail and problem-solving abilitiesExcellent written and verbal communication skillsSuperior organizational skills with multitasking capabilitiesLeadership skills and ability to foster a collaborative work environmentBudget management knowledge and financial acumenAbility to maintain confidentiality and handle sensitive information discreetlyPositive and approachable demeanor with a strong work ethicPHYSICAL REQUIREMENTSProlonged periods of sitting at a desk and working on a computerBrief periods of standing, bending, reaching, and light lifting of 10-15 lbs requiredProlonged periods of standing at timesAbility to communicate promptly and accurately via computer, telephone, or similar devices, with or without assistive technologyMust be able to follow all workplace safety protocols to ensure personal safety, safety of coworkers, equipment, and buildingMust be able to access all areas of the facility to determine needsWORKPLACE SAFETY LAGOS follows CDC and local recommendations in the best interest of employee safety and business continuity - diligent cleaning, safety protocols, and COVID vaccination requirement (with accommodations).This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice. Updated 2024.