Office Manager/Executive Assistant (5648)

SMX is seeking a dynamic, highly organized, and energetic Office Manager/Executive Assistant to manage our Broomfield CO office, provide EA support to our Sr. Vice President, and support the local team. The ideal candidate will oversee the daily operations of the office as well as provide administrative support by managing and prioritizing calendar engagements, preparing ad hoc reports, handling sensitive information requests, event planning logistics coordination, arranging conference calls, and scheduling meetings.

If you are a detail oriented, self-starter that can manage shifting priorities with confidence and expertise, come join our team!

This position is local to the Broomfield, CO area and requires you to be in the office Monday through Thursday, with flexible hybrid Fridays.

Essential Duties & Responsibilities:

• Work with the internal Security team and the building management to:
  • Report office issues and work to resolution
  • Manage badge access requests
  • Coordinate collection of certificates of insurance from Vendors
• Ensure office operations run smoothly
• Support HR Functions with on-boarding/off-boarding, as needed
• Plan team events throughout the year
• Directly support our Sr. Vice President by providing detailed administrative support such as calendar management, booking and reconciling domestic and international travel.
• Assist the SVP by drafting Word documents, Excel spreadsheets, and PowerPoint presentations to summarize analysis and reports, as needed.
• Promptly complete travel and other expense reports
• Use OneDrive and SharePoint to organize, share and store documents
• Attend meetings, take minutes, and action items, distribute post minutes and after actions to Microsoft SharePoint/OneDrive, and track action items to completion
• Promptly respond to communication to action items such as schedule conflicts, urgent issues and other information
• Handle the full life cycle of event planning for employee and client engagements and provide onsite support for meetings or events, as needed, to include:
  • Client meetings
  • Volunteer opportunities
  • Team offsite events
  • Annual Food Drive
• Perform other administrative duties as required

Required Skills/Experience:

• 5 to 7 years' experience as an Office Manager and/or administrative support
• 5 to 7 years of extensive use of Microsoft 365 and Microsoft Office suite (Highly proficient in Microsoft Office applications to include Word, Excel, and PowerPoint, SharePoint and OneDrive)
• Exceptional time management skills and ability to complete tasks within required timeframes with little supervision
• Extremely strong attention to detail even under pressure
• Self-starter that will work independently, manage workload and multi-tasking skills
• Strong organizational and multi-tasking skills amid shifting priorities
• Highly advanced interpersonal skills to build and maintain internal and external relationships
• Strong communication skills and ability to converse with all levels of organizational management
• Goal oriented and action focused, pragmatic and self-disciplined
• Strong ability to effectively handle multiple shifting priorities
• Strong written and verbal communication skills
• Capacity to learn rapidly and adapt quickly to change

Desired Skills/Experience:

• Experience with Deltek expense reporting