How You’ll Spend Your Time:
- Supervising administrative staff – Receptionist, Administrative Assistants
- Monitoring deadlines and the workload and deliverable turnaround time of all members of the admin team
- Providing training and guidance to all the admin team and onboards new admin team members
- Approving and manages the schedules, vacations, and days off of the admin team to ensure adequate admin support coverage, especially during peak times
- Responsible for overall office and facilities management – interacts with building management with regards to safety and security of the building and suite, maintenance issues, repairs, service and delivery matters; point person for all maintenance requests -submitting, following up, ensuring they are complete
- Overseeing all office and kitchen supplies and cleanliness of overall office
- Managing office security systems
- Working closely with PIC, to coordinate office events and ensures that office operations run smoothly and efficiently
- Reviewing and updates office emergency action plan annually
- Monitoring shipping expenses for the office
- Scheduling office Partner meetings and/or any other office wide meetings when needed. Prepare agenda/minutes and possibly slides if requested
- Might be asked to serve as back up to administrative positions if needed
- Assisting partners and Managers in office with ad hoc requests
- Serving as Trusted Advisor for the PIC, acting as a sounding board and strategic partner
- Assisting PIC in determining and rolling out strategic vision of the office
- A/P management (PaperSave)- review invoices in papersave prior to PIC approval before it goes to finance for payment
- Reviewing of lower level (staff-supervisor) expense reports. With proper training and direction office managers can ensure submitted expenses are in line with Firm policy. May lead to reviewing managers-Principals expense reports who likely incur more significant expenses
- Identifying, create, and run weekly, monthly, and quarterly reports to evaluate office’s progress toward goals
- Assisting partners and coaches ensuring the performance review process is rolled out in a timely manner
- Serving as primary point of contact / liaison between the office and the following teams
- HR – serve as proverbial “boots on the ground” for the HR team to ensure that office is in compliance with all applicable employment laws
- Onboarding – work with Partners to create an efficient workspace for new hires and serve as a first-day Point of Contact to allow a smooth transition
- Engagement – work with office partners to ensure that staff is engaged and identify employees who may benefit from working with Retention Strategist
- Marketing – provide team with photos to showcase office culture and roll out local initiatives to assist in building brand awareness
The Kinds of People We Want to Talk to:
- Bachelor’s Degree
- 7-10 Years of Administrative Experience
- Excellent interpersonal, written, and oral communication skills and ability to communicate with the business on a non-technical level, and with the IT department on a more technical level
- Resourceful and innovative problem-solving abilities
- Proficient in Microsoft Office Suite
- Exceptional organizational skills and attention to detail are a must
- Project Management
Physical Requirements:
- Minimal travel to other offices may be requested
- Long periods of sitting in front of a computer screen and needs to be very mobile within office building
- Occasional lifting of boxes or other office supplies that do not exceed 20lbs
- Climbing or reaching
The compensation for this position will vary by location. If you reside in San Ramon, CA please see below. In addition to the base compensation, Withum offers a competitive benefits package and bonus program (for eligible roles) based on individual and firm performance. Final offer amounts are based on multiple factors such as the specific role, hiring location, as well as the individual’s skills, experience and qualifications. For additional information on our benefits, visit our website at .
San Ramon ranges are from $80,000 - $120,000 annually
Withum will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability or because they are a protected veteran.
#LI-MM1
#LI-Onsite
