Executive Assistant and Office Manager - Arcane Capital Partners

Position: Executive Assistant and Office Manager

Location: Little Rock (in office)

Company: Arcane Industries

Reports to: Chief Executive Officer (CEO)

Position Summary:

We are seeking a proactive and highly organized Executive Assistant and Office Manager to support the CEO, manage daily office operations, and provide administrative support to our executive team. This role is crucial in ensuring smooth day-to-day operations and supporting our leadership team in an action biased work setting

Key Responsibilities:

1. Executive Assistant to the CEO

• Manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements.
• Prepare and organize materials for meetings, including presentations, agendas, and minutes.
• Handle confidential and sensitive information with discretion.
• Coordinate and prioritize communication for the CEO, including emails, phone calls, and in-person meetings.
• Track key deadlines, projects, and deliverables for the CEO and ensure timely follow-up.
• Act as the liaison between the CEO and internal/external stakeholders.

1. Office Manager

• Oversee day-to-day office operations, ensuring a well-functioning and organized workspace.
• Manage office supplies, equipment, and facility needs, including liaising with vendors and service providers.
• Ensure compliance with office safety, security, and cleanliness standards.
• Organize office events, meetings, and conferences.
• Manage office budgets, track expenses, and process invoices.
• Implement office policies and procedures to promote efficiency and productivity.

1. Executive Team Support

• Provide administrative support to four members of the executive team (e.g., Chief Financial Officer, Chief Operations Officer, Chief Revenue Officer, Chief Administrative Officer).
• Assist with scheduling, travel arrangements, and expense reports for the executive team.
• Support the preparation of reports, presentations, and correspondence.
• Coordinate team meetings, including setting agendas, recording minutes, and following up on action items.
• Manage communications and document flow between departments and the executive team.
• Assist with ad hoc projects and tasks as needed by the executive team.

Qualifications:

• Proven experience as an Executive Assistant, Office Manager, or similar role.
• Strong organizational and multitasking skills with the ability to prioritize and manage time efficiently.
• Excellent communication skills, both written and verbal.
• High level of discretion and confidentiality and professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools.
• Ability to work independently and in a fast-paced environment.
• Experience in supporting senior executives is preferred.