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Xerox Executive Assistant / Office Manager - - 23040 in CARY, North Carolina

Executive Assistant / Office Manager at created 5-Oct-2020"/>

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Executive Assistant / Office Manager

General information

Department: Administrative Support

Date: Monday, October 5, 2020

Working time: Full-time

Ref#: 20009749

Job Level: Individual Contributor

Job Type: Experienced

Job Field: Administrative Support

Description & Requirements

Xerox (NYSE: XRX) makes every day work better. We are a workplace technology company, building and integrating software and hardware for enterprises large and small. As customers seek to manage information across digital and physical platforms, Xerox delivers a seamless, secure and sustainable experience. Whether inventing the copier, the ethernet, the laser printer or more, Xerox has long defined the modern work experience. Learn more at www.xerox.com and explore our commitment to diversity and inclusion. at https://www.xerox.com/en-us/jobs/diversity

Purpose:

In this role, the individual will bring his or her organizational prowess, expert attention to detail, service orientation and highly motivated drive to provide high quality administration and office management assistance to the organization’s executive leadership as needed and on-site team. Additionally, the Office Manager and Executive Assistant should be an expert communicator in person and over email, phone and video calls, and remain flexible to learn and adapt in a fast-paced, results-oriented atmosphere.

Responsibilities:

  • Serve as the first point of contact for office visitors.

  • Serve as the liaison for various office events and activities.

  • Oversee all daily office functions ensuring the organization and staff have a professional work environment.

  • Manage office administration, maintain seating chart, support office moves and assist in maintaining a productive working environment including essentials like coffee, snacks, and general office supplies.

  • Maintain safe and clean office common areas that make employees proud to work in such as a great office; this includes tidying the kitchen and conference room areas.

  • Coordinate events such as all-company meetings, executive meetings and offsites, office lunches, team events, and holiday parties to enhance and spread our culture

  • Be responsible for all office vendor management which includes ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.

  • Working with the Human Resource Manager, coordinate all staff activities such as brown bag luncheons, volunteer activities, social engagements and holiday celebrations.

  • Schedule and manage meetings, calls, and calendar for committees and groups

  • Prepare agendas, memos, letters, invoices, spreadsheets and presentations utilizing brand and style guidelines

  • Plan and manage logistics for meetings, office events, and team outings

  • Order and manage office supplies, liaise with building management and corporate security

  • Financial assistance, including vendor on-boarding, collecting and filing documentation, and tracking and processing expenses and reimbursements

  • Assist with projects and perform other duties and functions as requested

  • Strategic thinker who is adept at multitasking in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes

  • Outgoing, straightforward and creative

  • Able to work independently

  • A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.

  • Results oriented; adaptable, flexible problem solver

  • Ensure that office is opened and closed responsibly

  • Responsible for the cleanliness and maintenance of the office liaising with property management and vendor contacts as needed

Qualifications:

  • Bachelor’s degree preferred

  • Strong written and verbal communication skills

  • Strong calendar management skills

  • A/V expertise

  • 3+ years’ experience working with VP or C-Level Executives in an administrative capacity

  • Prior office management experience

  • Excellent communicator (both written and verbal)

  • Comfortable with Microsoft Office Suite (O365, Outlook, MS Teams, PowerPoint, Word, etc)

  • Demonstrated knowledge of Apple and/or Android products

  • Ability to anticipate the needs for the office and management team

  • Knowledge of office management systems and procedures

  • Ability to anticipate, understand, and respond to the needs of the co-founders to exceed their expectations

  • Responsible, trustworthy and conscientious, with outstanding organizational skills and strong attention to detail

  • Proven time management skills and ability to meet deadlines, multitask and prioritize work in a fast-paced environment

  • Excellent follow through

  • Gracious professionalism, service orientation, and strong interpersonal skills and judgment

  • Ambitious, self-starter attitude with the ability to work independently, willingness to do whatever it takes, and proven ability to succeed

  • Results oriented with the ability to take charge when needed

  • Ability and willingness to be flexible, adapt, and “wear many hats”

Xerox is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, creed, religion, ancestry, national origin, age, gender identity, sex, marital status, sexual orientation, physical or mental disability, use of a guide dog or service animal, military/veteran status, citizenship status, basis of genetic information, or any other group protected by law. Learn more at www.xerox.com at https://www.xerox.com/ and explore our commitment to diversity and inclusion! at https://www.xerox.com/en-us/jobs/diversity People with disabilities who need a reasonable accommodation to apply or compete for employment with Xerox may request such accommodation(s) by sending an e-mail to XeroxStaffingAdminCenter@xerox.com. Be sure to include your name, the job you are interested in, and the accommodation you are seeking. © 2020 Xerox Corporation. All rights reserved. Xerox® and Xerox and Design® are trademarks of Xerox Corporation in the United States and/or other countries.

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