Job Title

Office Manager & Executive Assistant to the President

Title:  Office Manager & Executive Assistant to the President

Department:  Administration

Reports to: President & CEO

Primary Purpose:
Cashman & Associates, a full-service strategic communications and marketing firm, awarded the Philadelphia Business Journal’s “Best Places to Work 2017”, is seeking a full-time Office Manager and Executive Personal Assistant for its Philadelphia location.  The main responsibilities include supporting & assisting the President & CEO and organizing administrative activities that facilitate the smooth running of the office.

Requirements:

  • Bachelor’s Degree or higher
  • 1-3 years’ administrative experience
  • Proven office management, administrative or assistant experience
  • Knowledge of office management systems and procedures
  • Attention to detail, problem solving and project management skills
  • Strong organizational and planning skills
  • Proficient in MS Office and Excel
  • Strong written and verbal communication skills
  • Ability to standalone  
  • Flexibility and adaptability to changing workloads
  • Excellent time management skills and ability to multi-task and prioritize work

 

Administrative

  • Schedule & confirm appointments for the President while maintaining accuracy
  • Intercept all calls for the President
  • Coordinate travel for the President & employees to include airfare, train & hotel arrangements
  • Field new business calls & emails and schedule meetings when appropriate
  • Assist President with non-profit committees, projects & boards as needed
  • Support the President with personal errands & appointments

Operations

  • Manage daily business operations – check deposits, outgoing/incoming mail, gifts and packages.
  • Oversee risk management and legal activities:
    • Clients: draft/revise all final agreements, contract extensions and addenda, promissory notes.
    • Vendors: letters of agreement for vendors; maintain client legal files.
  • Act as host during client meetings, lunches and small occasions at office.
  • Train new staff on all office protocol and equipment usage.
  • Arrange for necessary repairs and regular office maintenance.
  • Supervise the maintenance and alteration of office areas and equipment, as well as housekeeping of amenities.
  • Order/maintain stock of all office supplies
  • Manage C&A internship program
  • Oversee placement of internship postings. Assist with job postings
  • Maintain C&A sponsorship and donation tracker
  • Maintain and update C&A database
  • Maintain C&A employee annual industry-related memberships
  • Manage and maintain employee benefits
  • Design and maintain filing systems
  • Business Insurance: procurement, monitor and manage all insurances.
    • Ensure clients have up to date COI’s
  • Negotiate/maintain equipment leases
  • Review and post up to date Safety Labor Law posters
  • Vendors – replace vendors based on competitive pricing as needed
    • Maintain files
    • Act as primary contact for business and personal vendors
  • IT – ensure ongoing maintenance and updating of information systems/infrastructure, including hardware, software, and email. Train or set up training for staff when necessary.
  • Participate as needed in Special Event projects.
  • Partner with HR to maintain office policies as necessary.

 

Salary, Employee Development, Employee Incentives and Perks:

  • After the first ninety (90) days of employment, a full benefits package will be offered, which includes, but is not limited to:
    • 100% health insurance coverage (Independence Blue Cross)
    • 401k, eligible after one (1) year of employment
    • 15+ days of paid time off (PTO), plus at least 10 additional paid holidays
    • Flex and comp time, when appropriate
  • Yearly cost-of-living salary increase of up to 7%, based on performance
  • Opportunities for commission and bonuses, based on performance
  • Along with annual performance reviews, quarterly reviews with supervisor and/or vice president
  • Opportunities for employer-paid continued education
  • Quarterly staff team building activities
  • Various lifestyle perks

 

To apply, please email your resume, cover letter, references, and salary requirements to careers@cashmanandassociates.com. No phone calls, please.



Application Form

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