This is an exciting opportunity to work closely with executive leadership while playing a vital role in supporting our team’s operational success. If you’re looking for a role that offers variety, impact, and the chance to make a positive impression on everyone who steps through our doors, we encourage you to apply.

We are seeking an organized, proactive, and people-focused Executive Assistant/Office Manager to support our CEO and ensure our executive office is a welcoming, well-run environment. This is a highly visible role and face of Foundation Source who is responsible for overseeing and coordinating the day-to-day logistics and operations of Foundation Source office facilities, as well as the operations of client inbound and outbound mail, general email in-boxes, light phone coverage, and other duties. The role is suited to a self-starter who is highly organized, detail-oriented, proactive and has excellent communication and collaboration skills throughout the organization.

Responsibilities

Executive Support and Meeting Coordination - 50%

• Prepare, submit and track expense reports for the CEO in a timely and accurate manner
• Plan and coordinate travel, accommodations and itineraries for the CEO’s business trips
• Coordinate high-level meetings for the CEO and other Executive Team members, including off-sites, and key client/vendor engagements, arranging logistics, preparing agendas, and organizing materials
• Work with IT and People team to support office events including team meetings, company gatherings and special events, ensuring all aspects are well planned and executed.
• Board meeting preparation and collaboration with marketing
• Promote a great employee and client experience by prioritizing effective communication and workflow, collaborating with other departments and team members

On-Site Office Operations - 45%

• Act as the face of the company by warmly greeting clients, visitors and employees, ensuring an excellent first impression
• Manage the daily operations of the NY and CT offices including administrative support, vendor management, landlord relations, and office supply orders and inventory
• Work closely with IT to report and support office equipment operations
• Coordinate maintenance, fire safety and other compliance issues with landlords and building communications
• Maintain accounts for ordering meals for employees and organize meals for on-site meetings and events as needed
• Implement and maintain office policies and safety procedures to ensure compliance with company standards and regulations
• Oversee office budgets, vendor relationships and office-related invoices
• Identify opportunities for process and office management improvements, design and implement new systems
• Receive, scan, and distribute all incoming and returned mail to CT as needed

Other duties as assigned by management – 5%

Desired Knowledge, Skills & Abilities:

• 5+ years direct office management experience creating a great employee and client experience by prioritizing effective communication and workflow, ideally with experience supporting C-suite executives
• Exceptional organizational, interpersonal and communication skills
• Consistently demonstrates professional demeanor, appearance, and attitude
• Technologically savvy, including current experience and advanced proficiency using Outlook, Word, Excel, PowerPoint, expense management software (Concur) and internet research
• Strong attention to detail and ability to manage, prioritize and execute on tasks in a fast-paced environment
• Ability to excercise discretion, maintain client and corporate confidentiality and make sound judgments
• Experience with automated phone systems

Physical Demands:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.
• While performing the duties of this position, the employee is regularly required to talk or listen
• The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls
• The employee is occasionally required to stand; walk; sit; and reach with hands and arms
• The employee must occasionally lift and/or move up to 15 pounds
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus
• The noise level in the work environment is usually low to moderate