.. : · Work as part of a small team to support local and regional Marketing efforts. Collaborate regularly with other teams, including Operations, .. and PR agencies. Monitor and report on competitive landscape to identify Marketing opportunities. Research and make recommendations on community events, local .. read more
Description
Key Responsibilities:
Executive Support
Qualifications:
Key Responsibilities:
Executive Support
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- Plan and organize travel for the CEO, including booking flights, hotels, and car rentals, particularly for multi-city trips. Ensure all travel details are added to the CEO's Outlook calendar and receipts are sent to Accounting for reconciliation of the corporate credit card.
- Manage changes in planned trips and track flight credits for future use, ensuring minimal disruption to the CEO's schedule.
- Create laminated business card luggage tags and mail them with a note from the CEO, ensuring a personal touch.
- Coordinate and manage the Thanksgiving turkey project, ensuring successful implementation and satisfaction.
- Welcome and host guests of the CEO at the corporate office when the CEO is not available, providing hospitality and ensuring their needs are met.
- Secure parking passes for Gillette Stadium events for the CEO's friends, family, and business associates, ensuring convenient access and satisfaction.
- Plan off-site events such as executive retreats in locations like New York, handling logistics, accommodations, and activities to ensure a productive and enjoyable experience.
- Make dinner reservations for the CEO both locally and when traveling out of state, ensuring high-quality dining experiences.
- Register the CEO and/or the company for attendance at events and conferences, handling all necessary arrangements and ensuring they are well-prepared for participation.
- Manage calendars, schedule meetings, and coordinate appointments for staff and executives.
- Organize and maintain physical and digital files, including creating, editing, and archiving documents.
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- Order and manage office supplies, ensuring that the office is stocked with necessary materials.
- Oversee the cleanliness of the office, ensuring it is a tidy and welcoming environment.
- Liaise with external vendors and service providers, such as cleaning services and office supply companies, to ensure smooth operations and timely delivery of services.
- Maintain cleanliness and organization of the kitchen area.
- Regularly clean out the fridge to ensure it is tidy and free of expired items.
- Keep conference rooms clean and organized.
- Set up and break down conference rooms for meetings and events.
- Maintain and monitor shredder bins.
- Coordinate with Mansfield Shredding for regular pick-ups.
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- Organize and prepare for meetings, including setting up conference rooms, arranging catering if needed, and ensuring all necessary materials and equipment are available.
- Plan and coordinate company events, such as team-building activities, holiday parties, and other corporate functions, ensuring they run smoothly and are well-attended.
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- Prepare and package items for shipment, ensuring secure packing and correct labeling.
- Coordinate FedEx shipments for the Marketing team, tax team and the CEO.
- Monitor and track shipments to ensure timely delivery and address any issues that arise.
- Receive and verify incoming shipments, distributing them to the appropriate departments or individuals.
- Prepare packages and schedule FedEx pick-ups.
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- Prepare payment coupons for various tax agencies.
- Mail payments, checks, notices, amendments, and other documents on a time-sensitive basis.
- Go to the post office at least once a week, with frequency increasing during quarter and year-end filing months.
- Create priority USPS mail labels.
- Track and confirm delivery of priority USPS mail.
- Add USPS mailing confirmation of delivery into the Notice Ninja tracking system.
- Monitor and maintain inventory levels of tax office supplies.
- Add appointment reminders and meetings to tax team calendars on behalf of the manager.
Qualifications:
- Proven experience as an office administrator, office manager, or relevant role.
- Excellent organizational and multitasking skills.
- Strong communication and interpersonal abilities.
- Proficiency in MS Office (MS Excel and MS Outlook).
- Experience with office management software and tools.
- High school diploma