Executive Assistant and Office Manager

Quaker City Mercantile; Philadelphia (Philadelphia County); On-site; USD 45,000 - 65,000; Full time

Job summary

Quaker City Mercantile is looking for a full-time Executive Assistant/Office Manager in Philadelphia. The role requires 2+ years of relevant experience and proficiency in Microsoft Applications, particularly Outlook, Excel, and Zoom.

Key responsibilities include managing the CEO's schedule, assisting with HR tasks, and maintaining office organization. Ideal candidates are self-starters with strong communication skills and a detail-oriented mindset.

Qualifications

• Minimum 2 years of relevant experience in a similar role.
• Self-starter mentality with the ability to work well under pressure.
• Punctual, reliable, and a team player.

Responsibilities

• Manage CEO’s schedule and personal appointments.
• Assist with HR responsibilities and employee travel.
• Maintain office calendar and ensure cleanliness standards.

Skills

Microsoft Applications proficiency

Detail orientation

Strong communication skills

Problem-solving ability

Tools

Quick Books

Zoom

Job description

Quaker City Mercantile is seeking a full time, in office, Executive Assistant /Office Manager with a minimum of 2 years of relevant experience for a fast paced and creative environment.

Responsibilities

• New Business Development
• Managing the CEO’s daily and weekly schedule
• Handle all personal appointments for CEO
• Ordering personal items for CEO
• Assisting in CEO’s personal and work travel
• Assist President with HR responsibilities
• Book all employee travel and submitting travel expenses
• Open and close the office space each day
• Answering phones and pushing out calls/messages.
• Greeting visitors and managing incoming and outgoing mail and deliveries.
• Managing Office Calendar and Sending reminders for office closures holidays, etc.
• Managing and Ordering all Office Supplies
• Assisting employees with any purchases, ensuring competitive prices and on time delivery.
• Managing the office cleaners and cleanliness standards.
• Working with building management on office maintenance.
• Preparing office & conference room for client meetings.
• Archive Projects to ensure organization of older records.
• Managing off site storage facilities.

Job Requirements

• Must have 2+ years of relevant experience
• Competency in all Microsoft Applications, particularly Outlook, Excel and Zoom
• Helpful to know Quick Books and expense related software
• Must have a self-starter mentality and possess an ability to work well under pressure
• Detail orientated with strong communication skills
• Ability to anticipate and solve problems
• Punctual and reliable
• Team player and willing to go above and beyond when needed