Office Manager

Facilities Management - Management of all interior office conditions including mechanical, environmental and plumbing; implementation of practices and policies consistent with business continuity, fire safety program and other operations systems, office cleaning and repair work. Manages seat assignments, conference room / meetings spaces. Works with HR and area leads regarding placement of groups utilizing floor plans; develops strategies with management and HR for accommodating changes and growth in the organization.Coordinates office and administrative services – designs, implements and communicates policies and procedures. oversees mail room operations: manages cleaning , supply and all other office management and administrative services contracts . Administrative Planning & Budgeting - proactive in securing competitive quotes for all products and services utilized by the office. Office Security – liaison with security to ensure the safety of all employees, tenants and visitors. Manage and execute multiple event logistics including site selection, shipping, ordering, travel, agendas, collateral and branded materials, scheduling staff, food and beverage.Perform a wide variety of administrative duties as required in a professional manner utilizing independent judgement and reasoning skills. Executive support for the Project Officer, Chief of Staff and Chief Financial Officer.

Provide executive level support primarily to the President / Chief Operating Officer, Vice President Strategy Management and Implementation and the Vice President of Compliance and Audit. Provided back up support to the Chief Executive Officer.Coordinate projects, events and prepare reports for managed care organization, ensuring full compliance with all regulatory requirements and meeting tight deadlines. Heavy calendar andtravel management for President/COO and expense maintenance. Maintain vacation, sick and personal records for VP’s reporting to the President/COO; prepare monthly summary reports on the same. Provide full administrative support through the organization of work flow, prioritization of tasks and activities and ensuring routine functions are carried out in a timely and effective manner.

Provided administrative support to the General Counsel including handling of special projects as assigned.Maintained and monitored legal volumes to ensure that law library was up-to-date.Successfully arranged departmental meetings with external clients

Simultaneously provided administrative support to two senior level executives.Organized flow of work, prioritized tasks and activities and ensured routine administrative functions were carried out in a timely and effective manner.Coordinated with internal and external clients to organize meetings, trips and events; ensured executives met commitments.Supervised various office activities such as supply ordering, office equipment maintenance, checked disbursements to vendors and the relationships with vendors.Supervised four Administrative Assistants as needed within both divisions.Undertook ad-hoc projects involving research; occasionally drafted communication or reports for Managers.

Coordinated the day to day activities of the tourism team assigning specific tasks to team members as it related to the department’s promotional activities. Oversaw compilation and management of several travel agent and consumer databases, grew contact lists by 20%.Responsible for operational budget for department, day-to-day financial procedures and reporting to Accountant General.Served as internal media contact. Reviewed and approved informational sheets and press releases prior to distribution to media and potential visitors to the destination. Researched and analyzed market data to develop promotional campaigns aimed at the consumer and travel trade. Assisted with the planning, coordination and implementation of these and other promotional initiatives. Reported on the effectiveness of recommended sales, promotional and marketing campaigns.

Responsible for coordinating daily activities for VP, HR which included heavy calendar maintenance and travel.Coordinated new hire orientation to ensure smooth integration into Ross’ corporate culture.Assisted in arranging HR sponsored events and programs.Produced and disseminated communications from the VP and HR Department to the New York and Los Angeles Buying OfficesServed as HR liaison with the Finance Department regarding for expenses, capital expenditures and forecasting. Liaison with the Central Office HR Department to resolve benefit or payroll issues.Assisted the VP, HR in the mid-year and annual performance appraisal process through the coordination and management of timelines, appointment scheduling and compliance audits.