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Office Manager

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Our client, a big sports and media company, is looking for an Office Manager to join their Digital Media team! This is an on-site, 1 year contract position. 

Exec Support:

  • Coordinate and assist FT Assistant in schedule management
  • Reserve, track, and update conference room bookings for meetings across 8 calendars
  • Greet all visitors and walk them to their meetings
  • Team off-site location research and coordination of catering and supplies
  • Research and coordinate department off-site volunteer events
  • Work with HR to schedule candidates to come on site, and greet and escort them to all of their interviews
  • Work with IT to ensure conference room VCs and audio function properly for exec mtgs
  • Collect, organize and submit expense reports
  • Code, attain appropriate signatures, submit invoices to Finance in a timely manner
  • Track, collect receipts, code, and reconcile all P-card transactions
  • Place and pick up lunch orders for execs
  • Work with Facilities and Purchasing to order requested equipment/furniture
  • Get all new vendors set up with AP – fill out New Vendor form, collect W9, invoice

Office Support:

  • Work with facilities in tracking office supplies inventory and place Staples order 
  • Find and reserve seating for visiting employees from other offices
  • Receive/order office supplies requests for various teams
  • Track all dept employees birthdays and organize monthly birthday celebrations
  • Work with facilities and IT to ensure all equipment are operational
  • Keep the suite’s closet organized with extra supplies, swag, and equipment

Catering:

  • Order, receive and set up catering for 200+ people in 3 different locations (Suite 200, 150, and Endzone) every Mon/Thurs/Sun night, Sunday lunch, and for all other tentpole events (Super Bowl, Draft, etc)
  • Point of contact for catering requests for meetings ranging from 5 to upwards of 50 people
  • Follow up on game days with each suite’s POC to ensure food was properly delivered and set up on time
  • Receive feedback from game day employees and communicate to caterers to maximize efficiency
  • Receive, place catering requests for any internal meetings / vendor meetings and deliver/set up accordingly
  • Research and reach out to potential caterers for meetings, events, game nights

Required Education and Experience:

  • Strong attention to detail with high level of accuracy
  • Superior time management skills
  • Ability to multi-task and prioritize
  • Excellent verbal and communication skills
  • Computer proficient in all MS Office platforms
  • Ability to interact with internal and external individuals at all levels in a professional manner
  • Must be able to work overtime as needed

Preferred Education and Experience:

Bachelor degree and minimum 3+ years’ experience supporting a team of senior level executives

Physical Demands:

Unpacking boxes, organizing storage closet.

Expected Hours of Work:

40+ hours / week (overtime eligible)

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