The Business Manager is responsible primarily for the support of the Managing Director of the company, and secondarily select additional senior leadership needs as well as general office management, vendor management, meeting planning, and project management office (PMO) support. This role will leverage a person who enjoys working in a fast-paced environment and can ensure timely coordination of resources and competing priorities across the organization. This role will require flexibility, initiative, and independence. This person should be able to proactively anticipate needs and act upon those requirements. This position requires an individual who is detail-oriented, able to work on multiple projects simultaneously, and can handle sensitive and confidential information with extreme discretion. A demonstrated ability to think critically and identify issues before they are fully developed into problems and make recommendations as appropriate is expected.
DUTIES & RESPONSIBILITIES INCLUDE:
Managing Director Support
- Provide wide range of complex office administration and support to the Managing Director when requested as directed
- Develop, implement, and administer office systems and procedures in partnership with the Managing Director and the Chief Operations Officer. Interpret and communicate policies and processes as requested and needed to staff.
- Oversee and coordinate the day-to-day activities of the office and serve as the principal point of administrative contact
- Prepare requirements (e.g., technology, travel, space planning, etc.) and materials for meetings
- Record minutes from meetings accurately
- Enter all weekly project hours for Managing Director into accounting system
- Enter all expenses for Managing Director into accounting system
- Perform research specific to any request made. Gather information in an organized manner and present it to the Managing Director.
- Maintain highly confidential and sensitive materials
- Screen and act on incoming phone calls
- Maintain distribution, contact and personnel lists
- Manage the ordering of all office supplies
- File all paperwork
- Coordinate mailings and courier/deliveries
- Maintain small library of reference materials and online subscriptions
- Ensure external counsel has electronic copies of all contracts
- Maintain accreditations with business owner associations
- Manage communications and relationship with technology providers (i.e., cellular phone, internet, office phones, computers, etc.) and trouble shoot emergent issues
- Manage the administrative aspects of relationships with outside experts and vendors
- Develop recommendations regarding the optimal vendor solution for each need
- Ensure on-time service from drinking water, paper shredding, and other office service vendors as needed
- Procure new vendors to address emergent company needs when necessary
- Oversee and facilitate aspects of meeting planning from site selection, vendor negotiation, securing food, beverage, and audio/visual needs, event registration, marketing, onsite staffing and post-event reporting for company meetings
- Coordinate travel, lodging and expenses as requested by the Managing Director or the Chief Operations Officer
- Oversee meeting preparation, supplies ordering and packing/shipping of event materials
- Edit/proofread presentations and documents
- Maintain the client and vendor filing systems
- Assist with recruitment of primary market research participants, including recruitment outreach, participant qualification screening, contracting with participants in accordance with company protocols, documentation of participant data in company databases, and filing of compliance related information as applicable
- Balance competing priorities and make decisions with the best overall outcome for the company in mind
- Other duties as required
REQUIREMENTS & EXPERIENCE:
- Bachelor’s degree minimum or equivalent combination of education and experience
- 3-10 years of related office management or administrative support
- Highly proficient in MS Office (Word®, PowerPoint®, Outlook® and Excel®)
- Working knowledge of budgeting and financial reporting
- Excellent written, verbal, and presentation skills in communicating key business information
- Experience providing administrative support to senior staff
- Outstanding organizational and interpersonal skills
- Ability to work in a fast-paced, deadline- driven demanding environment as member of a dynamic, team-based organization
- Discretion in dealing with proprietary information
- Excellent attention to detail
- Strong problem resolution, judgment, and communication skills
PHYSICAL DEMANDS & WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Physical demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit; use hands to finger, handle, feel objects, and type on keyboard; reach with hands and arms; talk and hear. Specific vision abilities required by the job include close vision, distance vision, depth perception, and the ability to adjust focus.
- Work environment: The noise level in the work environment is usually minimal.
- Sensory demands: The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering financial information which requires attention to detail and high levels of accuracy.