Office Manager/Executive Assistant
Job Description Office Manager/Executive Assistant This Office Manager/Executive Assistant is responsible for serving as the office receptionist and maintaining the overall efficiency and effectiveness of the office. This position is responsible for providing executive support services for IMN Solutions' President.. The Office Manager reports to the CEO and President and supports the IMN staff in making IMN a great place to work and giving clients and guests a positive first impression. Account Coordination Support for President · Build meeting specifications and RFP's based on client requirements and history · Manage leads (Request for Proposals) in cvent · Handle supplier inquiries on lead status and follow up on all leads with industry suppliers to ensure a quick response for the client · Produce, edit and deliver options reports · Work with destinations and hotels to arrange site visits for client and create site visit itinerary to be shared with client, CVB and hotels · Administratively build hotel contract based on negotiations completed by President · Produce and submit weekly pace reports · Collect final hotel pick-up reports, food & beverage history and AV/Internet usage report. Submit final pickup to accounting for commission invoicing. · Maintain running history reports · Ensure all account data is entered into IMN Database in a timely and efficient manner. · Create and maintain client account folders, electronic and paper. · Enter initial meeting information on Account Lead's working report. · Enter hotel pick-up and final hotel pick-up in the IMN database. Executive Assistant Support for President and Chairman · Assist President on any special projects as required · Manager President's travel and reward accounts · Maintain public calendar with President's schedule and appointment · Assist Chairman with various tasks when away/in the office Office Management · Monitor office supplies and order from Office Depot · Replenish coffee and keep kitchen tidy · Order business cards/ check proof before ordering · Main contact with Colliers (building management company) - send out notifications to team/Input work orders · Collect mail and deliver, take FedEx packages and mail · Assist Barb with onboarding new employees/ assist when employee leaves - notify intelice/calltower/Laz parking/kastle key/cvent /office equipment · Main PoC with IT company for troubleshooting issues from staff · CallTower main contact/updates/issues/training · Coordinate Office visit requests- coordinate · File room/create new headers/files for remote team/reorganize · Employee birthdays/send e-cards/buy cakes/cards for in house employees · Arrange flower orders · Change water filter · COS main contact for copier machine/reorder toner/waste containers · Maintain and update hotel contact sheets/CVENT and internal contact sheets Requirements: · Bachelor's Degree preferred · 1-2 Years of administrative work experience (Hospitality Industry) preferred · Proficient in Microsoft Office (Word, Excel, Outlook, etc.); Knowledge in cvent a plus, but not required; Customer Service experience; Strong communication skills; Detailed Oriented, Multi-Tasker, Time Management; Prioritization Skills · Interpersonal and team work skills are essential.