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Office Manager

at "Stealth Startup" in Mountain View, CA   —   Mar 30, 2014   |  
Overview
We are a young and fast-growing startup in Silicon Valley looking for an extremely organized, motivated and proactive individual to fill the office manager position, with opportunities for growth and promotion to a more senior operations role. The individual will be responsible for providing office management support for a company of 30 people. The right candidate will help keep the office running smoothly by arranging for and coordinating events, activities and services, forming relationships with vendors, keeping track of accounting, HR and other relevant files, organizing the office to make it an actively productive and fun environment for all employees. She or he should be able to fulfill the role with little or no supervision. The individual will be trusted and involved in the core operations of the business as long as he or she is eager to learn.
Responsibilities
Actively organizes and maintains calendars by setting, monitoring, and confirming appointments; reminding employees of schedules
Prepares visitors such as potential business partners, clients and others and develop itineraries as necessary
Protects employees' time by screening, researching, and managing correspondence, messages, telephone calls, and visitors; preventing interruptions; resolving issues.
Proactively determines and establish assistance needed by identifying problems, needs, options, and solutions before being asked
Provides secretarial services by drafting correspondence; transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics; establishing and maintaining files and records; collecting and analyzing information; preparing reports
Maintains and organizes HR, accounting and other relevant files
Arranges activities and services by identifying and clarifying needs and desires; researching options; making reservations for dining, travel, lodging, entertainment, rentals, events, couriers, medical and dental appointments/logistics; scheduling meetings, luncheons and conferences and arranging all logistics; running errands; shopping for necessities and gifts.
Take ownership in accomplishing new and different projects; exploring opportunities to add value to job accomplishments
Ability to adjust to rapidly changing plans and priorities
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