Executive Office Manager

Astrion
flex time, 401(k)
United States, Florida, Shalimar
1 11th Avenue (Show on map)
Nov 22, 2024
Overview Be the Difference Astrion offers comprehensive services that boost preparedness, optimize performance, and ensure success across various domains, from Cyber to Digital, Mission and Systems, servicing our nation's Civilian, Defense and Space communities. We support customers with Centers of Excellence in Washington DC, Huntsville, AL and Burlington, MA with an additional 36 locations across the U.S. Astrion has an exciting opportunity for an Executive Office Manager. JOB DETAILS LOCATION: Eglin AFB Office, FL JOB STATUS: FT RESPONSIBILITIES Visitor/Employee support Greet visitors/offer beverages Maintain visitor control - upkeep of Traction Guest including pre-registration links, sign-in assistance, badge roll replacements, app update refreshments, badging protocols Act as primary POC for employees within your facility in need of assistance; answer questions or direct employees to appropriate team member Cultivate and maintain positive working relationships with employees and vendors Manage and place flower arrangement orders for bereavement, high-risk surgeries, and new babies for employees nationwide Setup office supplies for new hires Provide support to MARCOM with company related events Responsible for making informational flyers for announcements/events Executive Support Provide advanced secretarial, administrative and business management support to an executive in the organization Schedule corporate meetings chaired by the executive and staff Refer, or personally attend to visitors' inquiries and actions that do not require the executive's attention Coordinate administrative and logistical details associated with the day-to-day operations of the Executive Prepare various spreadsheet reports to assist in data analysis for the Executive Perform a variety of secretarial duties, which may be complex or confidential to include: travel arrangements, travel itineraries, agendas, advances, expense reports, submission of check requests, etc. Take and transcribe dictation into finished format to include: letters, memoranda, interoffice communications, confidential reports, and other Corporate correspondence Employee access/security/ID badge management Responsible for providing new hires with badges (once provided by security team) directing them to office/hot desk Responsible for collecting terminated employee badges & providing them to security Responsible for master key control and maintaining log of access Fobs distributed Facility Answer Phones and forward calls to appropriate parties Maintain all living plants (if necessary) Ensure office is always clean and tidy Supply room: Keep stocked with all supplies; maintain shredder and keep oiled. Kitchen & supply/coffee nooks: keep stocked with correct supplies, refreshments, and snacks daily Keep up-to-date nameplates for offices/cubes on display Mail deliveries/pickups: FEDEX/UPS/USPS, sort and deliver mail when in office, correctly apply postage for exports, pink slip pick-up from post office Decorate office for the holidays Assist with corporate building moving such as ordering supplies, contacting movers, coordinating donations Meeting Coordination Clean and straighten up conference rooms after every meeting Manage conference room scheduling/logistics Manage all catered breakfast/lunches for meetings Provide all meetings with correct IT support/Teams call needs Provide Classified Meeting support and maintain knowledge of VARS when requested Expense Reports/Receipts Help employee's walkthrough entering/editing expense reports Maintain and upload credit card charges with receipts and file with correct charge codes for Corp. Facility Director (Sondra Thornton) and Director of Information Systems Security (Roger Wisnosky) REQUIRED QUALIFICATIONS / SKILLS 2-4 years of experience in administrative support, office management, or a similar role. Strong interpersonal skills to cultivate positive working relationships with employees and vendors. Excellent organizational and time-management skills to handle multiple responsibilities efficiently. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and administrative tools like Traction Guest. Basic IT troubleshooting and familiarity with scheduling platforms and virtual meeting software (e.g., Teams). Ability to greet and assist visitors professionally and courteously. Experience with visitor control systems, badge management, and pre-registration processes. Proven ability to manage schedules, coordinate meetings, and handle confidential tasks for executives. Proficiency in preparing reports, correspondence, and travel itineraries. Experience with office supply management, mail handling, and facility upkeep. Ability to coordinate building moves, holiday decorations, and corporate events. Skilled in scheduling, IT setup, and catering for meetings and events. Knowledge of classified meeting protocols is a plus. Strong attention to detail for tasks like expense reporting, nameplate updates, and maintaining logs for keys and access fobs. Flexibility to assist with a variety of tasks, including employee onboarding, office setup, and flyer creation for announcements/events. What We Offer Competitive salaries Continuing education assistance Professional development allotment Multiple healthcare benefits packages 401K with employer matching Flex time off (FTO) along with a federally recognized holiday schedule Who We Are At Astrion, we innovate, elevate, and shape the world of tomorrow. At our core is our purpose to "Be the Difference". This means we encourage our employees to take action and be the driving force for positive change. We foster an environment where innovative solutions flourish and our company continuously evolves. We have a culture of care, empathy, and making a tangible difference within our organization and communities. We embrace continuous learning, growth, and innovation, and pushing the boundaries of what's possible. We promote collaboration and empowering our teams is at the core of our success. Join Astrion and Be the Difference in your career and the world! Astrion is an Equal Employment Opportunity/Affirmative Action Employer. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.