Office Manager and Executive Assistant

Company: Control Risks
Job type: Full-time

Control Risks is seeking a skilled administrative professional to play an integral role in supporting the success of the business by providing a variety of administrative services to our office in Los Angeles and four or more Partners and senior business leaders from various functions of Control Risks in a highly collaborative, fast-paced and service-oriented organization.
The primary goal of the Office Manager & Executive Assistant is to save their executives time and filter distractions, allowing them to be more client facing and productive as well as to oversee the administration and facilities support of the office, ensuring the office environment is maintained in an orderly state, properly equipped with assets and materials enabling staff and visitors to have an efficient and comfortable place to work.
* Deliver exceptional in-person and virtual administrative support and customer service in a team-based environment; adapt methods and behaviors to effectively engage and accommodate executives styles and preferences, understanding their characteristics, strengths, weaknesses and what is needed.
* Maintain the office in an orderly and clean state throughout, ensure it is properly equipped, that all assets are properly functioning, and that materials and services are efficiently used and within budget
* Serve as liaison/partner with other national and local teams virtually and in person. Have an expert understanding of Control Risks network of business support services to delegate work requests and partner with other teams as appropriate to deliver work effectively.
* Manage relationships and accounts with all office related vendors, suppliers, service providers and property management; coordinate with property management for repairs and issues.
* Lead on Covid-19 related health and safety materials, protocol implementation and compliance
* Proactively manage and optimize executives travel, both domestic and international
* Manage time and expense activities in applicable systems
* Provide Outlook calendar support across multiple time zones; responsible for optimizing schedule, identifying, and resolving scheduling conflicts.
* Coordinate, manage, and support logistics and all necessary elements for relevant internal and client meetings and events; disseminate office-wide communications as directed
* Manage office budget in coordination with Head of Office
* Facilitate a variety of onboarding and departure activities for executives and their team members in coordination with Human Resources
* Manage and track all non-IT office equipment and assets
* Manage and maintain an appropriate quantity and quality of office and pantry supplies
To be considered for this role, candidates must have the following:
* 2+ years experience supporting senior executives in a matrixed corporate environment, or relevant customer service experience. Bachelors degree preferred.
* Experience that demonstrates excellent customer service skills, strong communication and organizational skills, and the ability to work in a team environment.
* Superior technical skills, including the ability to learn and master a variety of internal custom business applications. Advanced Microsoft Suite (Word, Excel, PowerPoint, Outlook, Teams, Dynamics) and Internet skills.
* Excellent verbal and written communication skills with knowledge of proper grammar, punctuation and spelling.
* Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.
Successful candidates will have the following qualifications and personal attributes:
* Attentive listener. Able to use tact and diplomacy in all communications.
* Exceptional interpersonal skills with the ability to engage and interact with internal and external clients at all levels. Communicates with a positive, can-do attitude and professional demeanor at all times. Understands that timing and judgment are the foundation of a smooth working relationship. Personable.
* Excellent time management skills with ability to prioritize and effectively multi-task.
* Superior organizational skills and proactive in anticipating needs (sees around corners and reads minds); able to identify and contribute to developing efficient process and workflow methods.
* Understands Control Risks business and understands the implications and impact of their work within the business.
* Self-motivated. Able to work independently as well as collaborate as part of an in-person and virtual team to achieve business goals.
* Requires minimal instruction on day-to-day work. Able to determine best approach for new assignments or projects with general instructions. Resourceful.
* High levels of emotional intelligence, able to respond to subtle cues and react with situational appropriateness.
* Flexible and adaptable; able to embrace ongoing change in tasks and environment.
* Detail-oriented and quality conscious. Dependable.
* Able to take initiative. Assertive, confident, and willing to take appropriate and proactive action to accomplish tasks. Capable of being persistent when necessary. Strong follow-up skills.
* Exercises good judgment and decision making with high levels of integrity and ethical standards. A critical and innovative thinker who can navigate gray areas, anticipate problems, formulate solutions and act accordingly.
* Motivated to learn and develop new skills. Able to learn quickly and apply new skills.
* Ability to maintain confidentiality
* All employees are expected to display behaviors reflective of our company values: Integrity and Ethics, Collaboration and Teamwork, Commitment to People and Professionalism and Excellence.
* Control Risks offers a competitively positioned compensation and benefits package that is transparent and summarised in the full job offer.
* We operate a discretionary global bonus scheme that incentivises, and rewards individuals based on company and individual performance.
* Control Risks supports hybrid working arrangements, wherever possible, that emphasise the value of in-person time together - in the office and with our clients - while continuing to support flexible and remote working.

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