Virtual Office Manager: Exec Scheduling & Office Ops

Military, Veterans and Diverse Job Seekers; San Diego (CA); Remote; USD 42,000 - 70,000; Full time

Job summary

International Business Times seeks an Administrative Assistant to handle front-desk duties and other administrative tasks virtually, with the option of doing the same in our New York office later.

The role involves coordinating executives' calendars across time zones, assisting with finance reports, and managing vendor relationships to ensure a smooth, well-run office. Strong communication and multi-tasking skills are essential.

Qualifications

• Must have experience coordinating calendars and high-level meetings (Google Calendar) across time zones.
• Must have excellent verbal and written communication skills, be detail orientated with the ability to prioritize multiple requests and deadlines.
• Team player with a high level of discretion and superb decision-making ability.
• Must be a flexible, detail oriented, thorough, self-starter with the ability to multi-task, anticipate,

Responsibilities

• Assist with scheduling for executives and other staff as necessary. Familiarity with Google Calendar a must
• Assist finance director with reports, collecting data, etc
• Manage and post job-ads across internal and external platforms
• Serve as the primary point of contact and manage relationships with building management and vendors to ensure a clean and efficiently operating office; oversee and coordinate office maintenance for facility issues, repairs, cleanings, and improvements.
• Negotiate and manage vendor contracts; maintain office budget and process invoices and expenses.
• Liaise with vendors for copiers, telephony, etc. troubleshooting.
• Troubleshoots utility inquiries from NY sites i.e. Verizon, Con Ed, etc.
• Other assigned duties as requested.

Skills

Google Calendar

Verbal communication

Written communication

Discretion

Multi-tasking

Excel

Google Docs

Tools

Excel

Google Docs

Job description

International Business Times seeks an Administrative Assistant to handle front-desk duties and other administrative tasks virtually, with the option of doing the same in our New York office later.

The role involves coordinating executives' calendars across time zones, assisting with finance reports, and managing vendor relationships to ensure a smooth, well-run office. Strong communication and multi-tasking skills are essential.