Executive Assistant/Office Manager

• Part-Time; potential Full-Time opportunity | On-site

About Us
Casaplex is a Kensington, MD based company that designs, builds and supports integrated technology solutions for corporate offices, fitness studios, hospitality, education and high-end residential applications.
To achieve our objectives, we focus on three simple things: (1) Hiring and developing great people; (2) Delivering carefully engineered solutions; and (3) Turning our clients and employees into lifelong raving fans. We offer all the standard benefits, including health and dental, paid time off, 401k with company match and a great working environment filled with energetic, team-oriented people.
Summary
Casaplex is looking for an experienced Executive Assistant/Office Manager responsible for providing administrative support to the CEO and Senior team as well as liaison and oversight of office systems including IT, telecommunications, mail, etc. Perform duties to provide administrative support for any range of corporate office functions including scheduling and preparing for meetings, organizing and distributing materials, maintaining files and assisting with computer user support.
The ideal candidate is a highly detail-oriented, motivated self-starter; organized, with excellent leadership and communication skills; has a passion for excellence and values education, integrity, innovation and success.
Responsibilities
Executive Support (70%)

• Track CEO’s expenses and prepare expense reports for reimbursement and billing.
• Provide high level operational and administrative support to the CEO as needed.
• Write and edit internal and external communications.
• Manage internal communication and prioritization, including organizing and filtering communications, flagging and managing action items and tasks, and holding key players accountable to priorities.
• Manage and arrange travel for CEO.
• Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events.
• Other administrative duties as needed.
• Provide the CEO with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items and tracking follow-up items.
• Support other functional areas and members of the organization’s leadership team with special projects as needed; may include projects in HR, IT, Operations, or Finance.
• Serve as key liaison between CEO and key internal and external partners, clients, and other stakeholders, providing excellent customer service.

Office Management (30%)

• Design, communicate and oversee implementation of office operations, policies and procedures.
• Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional.
• Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
• In partnership with the HR Director, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
• Maintain and update office phone list(s), email distribution lists, and other similar systems.
• Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues as needed.

Requirements

• Excellent oral and written communication skills.
• A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
• Execute and exhibit good judgment. High level of professionalism.
• High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.
• Self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.
• Superb organizational and time-management skills.
• Excellent computer skills; proficient in Google Workspace preferred.
• A minimum two years of administrative experience.
• Strong interpersonal skills.
• Highly flexible, creative problem solver, with a strong ability to multitask.