Office Manager/Executive Assistant

HKS, Inc.; Salt Lake City (UT); On-site; USD 55,000 - 75,000; Full time

Job summary

HKS, Inc. in Salt Lake City is seeking an experienced administrative professional to support teams with confidential materials, scheduling, travel coordination and routine office operations.

You will help with onboarding, assist the Marketing team in producing materials, and coordinate with facilities and IT to maintain a professional, organized workplace. Strong MS Office and Adobe skills plus excellent communication are required.

Qualifications

• High school education; college level preferred.
• Typically with 8+ years of related experience.
• Proficient in MS Office Suite, specifically Outlook, Word, Excel, PowerPoint and Teams.
• Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations preferred.
• Strong interpersonal skills and the ability to interact with all levels of staff.
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics.
• Ability to communicate in a clear, concise and professional manner both verbally and in writing.
• Ability to proactively problem solve and collaborate on innovative solutions.
• Ability to work and collaborate in team environment.
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice.
• Ability to work on multiple projects at the same time.
• Ability to effectively meet deadlines at expected quality.

Responsibilities

• Provides administrative support to teams for confidential and time sensitive material.
• Prepares meeting agendas for assigned staff, assists with meeting set-up/ clean-up which includes ordering lunch and takes minutes as needed.
• Schedules and organizes activities such as meetings, schedules, travel, conferences and interviews.
• Answers phones, distributes mail and processes expense reimbursement for assigned staff.
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations.
• Assists Marketing team with the development and production of marketing materials.
• Provides back-up coverage for reception on a regular basis as needed.
• Trains staff in administrative and office duties as needed.
• Oversees any enhancements to the office working environment such as office supplies, print room, kitchen, deliveries/mail, conference room.
• Serves as the point person for maintenance, supplies, business license renewal, invoices and check requests.
• Reconciles office credit card charges.
• Liaisons with building management and facility vendors, including cleaning and security services.
• Coordinates and plans office activities, such as parties and celebrations.
• Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires.
• Coordinates with the Information Technology team with regards to office technology needs.
• Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients.

Job description

Overview

Supports teams using a wide range of professional skills such as scheduling meetings and appointments, coordinating office needs and providing general administrative support to our employees. Highly organized and motivated to take initiative in supporting company operations and teams.

Responsibilities

• Provides administrative support to teams for confidential and time sensitive material
• Prepares meeting agendas for assigned staff, assists with meeting set-up/ clean-up which includes ordering lunch and takes minutes as needed
• Schedules and organizes activities such as meetings, schedules, travel, conferences and interviews
• Answers phones, distributes mail and processes expense reimbursement for assigned staff
• Under minimal supervision, performs desktop publishing activities of both routine and advanced nature, for reports, correspondence and presentations
• Assists Marketing team with the development and production of marketing materials
• Provides back-up coverage for reception on a regular basis as needed
• Trains staff in administrative and office duties as needed
• Oversees any enhancements to the office working environment such as office supplies, print room, kitchen, deliveries/mail, conference room
• Serves as the point person for maintenance, supplies, business license renewal, invoices and check requests
• Reconciles office credit card charges
• Liaisons with building management and facility vendors, including cleaning and security services
• Coordinates and plans office activities, such as parties and celebrations
• Serves as an HR touchpoint, such as assisting in the onboarding process and paperwork for new hires
• Coordinates with the Information Technology team with regards to office technology needs
• Demonstrates professionalism by consistently maintaining positive and collaborative attitude with all staff, visitors and clients

Qualifications

• High school education; college level preferred
• Typically with 8+ years of related experience
• Proficient in MS Office Suite, specifically Outlook, Word, Excel, PowerPoint and Teams
• Knowledge of Adobe software including InDesign and Illustrator to create and edit graphic materials and presentations preferred
• Strong interpersonal skills and the ability to interact with all levels of staff
• Ability to maintain appropriate degree of confidentiality and adherence to the practice of business ethics
• Ability to communicate in a clear, concise and professional manner both verbally and in writing
• Ability to proactively problem solve and collaborate on innovative solutions
• Ability to work and collaborate in team environment
• Ability to prioritize tasks to meet multiple deadlines and respond to changes at short notice
• Ability to work on multiple projects at the same time
• Ability to effectively meet deadlines at expected quality

HKS is an EEO/AA Employer: M/F/Disabled/Veteran