Office Manager & Executive Assistant - Decisions
Virginia Beach, VA
About the Job
Decisions is a fast-growing, private-equity-backed technology company that provides an integrated workflow and rules platform for business process automation (BPA). Trusted by top Fortune 500 firms and SMBs worldwide, Decisions empowers diverse industries around the globe to streamline and improve their processes, enhancing efficiency and yielding results, regardless of technical expertise. This no-code automation platform seamlessly integrates AI tools, rules engines, and workflow management, enabling the transformation of customer experiences, modernization of legacy systems, and the achievement of automation goals three times faster than traditional software development.
We are seeking a detail-oriented and proactive Office Manager & Executive Assistant to join our team. The Office Manager & Executive Assistant will provide high-level administrative support to senior executives, facilitating smooth operations and enhancing productivity. This role requires a proactive individual who can manage multiple tasks, prioritize effectively, and maintain confidentiality. The Executive Assistant will serve as a key liaison between executives, staff, and external stakeholders, ensuring communication and collaboration across the organization.
This position will be onsite at our headquarters in Virginia Beach.
Key Objectives:
Objective 1: Administrative Support:
- Manage calendars, schedule appointments, and coordinate meetings for executives, ensuring optimal time management
- Prepare and organize documents, reports, and presentations for meetings and strategic planning sessions
- Serve as the first point of contact for internal and external inquiries, managing correspondence with professionalism and discretion
- Facilitate effective communication between executives and various teams, ensuring timely information flow
Objective 2: Office Management:
- Clean and maintain the coffee station to ensure a tidy and welcoming area
- Prepare and start coffee in the morning to ensure it's ready for staff
- Oversee office supplies and inventory management, ensuring that resources are available and properly maintained
Objective 3: Organizational Responsibilities:
- Set up conference rooms for meetings and presentations, ensuring all necessary equipment is in place
- Clear any service items left behind in common areas to maintain a clean environment
- Turn on TVs and other media equipment as needed for presentations
- Ensure a safe and clean area around any work space, promoting a healthy work environment
Objective 4: Event Coordination & Project Management:
- Organize and coordinate logistics for company events, meetings, and conferences, including travel arrangements and accommodations
- Assist in planning team-building activities and other employee engagement initiatives
- Support special projects and initiatives by conducting research, gathering data, and preparing summaries as needed
- Track deadlines and follow up on action items to ensure timely completion of tasks
Specialized Experience:
- 5+ years of experience as an executive assistant or in a similar administrative role is preferred
- Proficient in office software (e.g., Microsoft Office Suite, project management tools) and comfortable with technology
- Strong organizational skills and the ability to prioritize tasks in a fast-paced environment
- Excellent verbal and written communication skills, with a focus on building positive relationships
