Executive Assistant/Office Manager

GeoStabilization International; City of Westminster; On-site; GBP 60,000 - 80,000; Full time

Job description

Overview

As the Executive Assistant/Office Manager you will be the face and voice of GeoStabilization and provide a good first impression of the company by primarily focusing on executive assistant duties to multiple internal customers at GSI and overseeing all office management tasks.

Who is GeoStabilization International?

GeoStabilization International (GSI) develops and installs innovative solutions that protect people and infrastructure from the dangers of geohazards. We specialize in emergency landslide repairs, rockfall mitigation, and grouting, using cutting edge design/build and design/build/warranty contracting. GeoStabilization International is the leading geohazard mitigation and bridge rehabilitation firm operating throughout the United States, Canada, and Australasia. Our expertise, proprietary tools, and worldwide partnerships allow us to repair virtually any slope stability or foundation problem in any geologic setting.

Responsibilities

Essential responsibilities and duties may include, but are not limited, to the following

• Take the initiative to anticipate and resolve scheduling conflicts and prioritize appointments, ensuring the executives' time is optimized.
• Strategically plan and organize internal and external meetings, anticipating potential issues and providing innovative solutions.
• Proactively engage with internal and external stakeholders to facilitate clear and timely communication, making decisions on behalf of the executives when necessary.
• Utilize critical thinking skills to organize and manage sensitive and confidential information, identifying insights and trends when handling reports and financial documents.
• Contribute to strategic projects by proactively researching, analyzing data, and providing insights and recommendations to the executive team.
• Apply critical thinking to screen and filter phone calls, emails, and requests, addressing routine matters independently and escalating urgent issues promptly.
• Proactively identify challenges and roadblocks that may hinder the executives' progress, offering creative solutions to overcome them.
• Act as the main contact person for the Headquarters location regarding problems, repairs, improvements and the distribution of building events and notices to employees
• Maintain inventory of office and kitchen supplies and replenish when needed
• Coordinate with People’s Team to organize company events, activities, and team building for employees
• Coordinate with IT for the setup of office and desk space for office employees and other visitors
• Greet guests, distribute mail, maintain conference rooms for office employees and their guests
• Log in visitors and program employee’s badges in security system
• Replenish the refrigerator with water and soft drinks daily
• Responsible for front office deliveries with FedEx and UPS
• Perform special projects as assigned
• Assist with ad hoc admin requests

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Minimum qualifications

• 2+ years of experience providing direct administrative support to 2 or more C-level executives
• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and calendar management software.
• High level of discretion and ability to handle confidential information with utmost sensitivity.
• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
• Professional and polished demeanor with excellent interpersonal skills.

Preferred qualifications

• 1+ years of facilities management preferred.
• Bachelor's degree preferred, but not required or related work experience.

GeoStabilization International is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other status protected by applicable law.