Secretary- Office Manager
- Manage calendars, schedule meetings, and coordinate appointments for executives
- Prepare and edit correspondence, reports, presentations, and other documents
- Answer and direct phone calls, emails, and inquiries in a professional manner
- Maintain filing systems, both physical and digital, ensuring easy access to records
- Arrange travel and accommodation(s) for executives, as needed
- Prepare agendas and take minutes during meetings
- Record, track and report action items
- Acquire, track and distribute GaN insignia items for employees, business cards and desk place cards
- Collect and summarize materials related to contracts, projects, policies etc. to maintain GaN smart book
- Process and document executive purchases such as meals, misc. small purchases etc.
- Schedule interviews – virtual or in-person – as directed
- Prepare site for new employees per HR directives
- Schedule new employee orientation meetings and ensure appropriate materials are available
- Online company (intranet) maintenance
- Collaborate with internal stakeholders, ensuring information, links, and access are relevant and up-to-date
- Ensure the office environment is clean, organized, and conducive to productivity
- Mail/package management
- Outgoing and incoming for the Huntsville offices (2)
- RMAs as directed/needed
- Manage office supplies and inventory
- General office supplies (including standard company issued pens, paper, notepads)
- Kitchen/breakroom supplies (such as company provided beverage and snacks)
- Mail/packaging supplies (including courier accounts, envelopes/packing supplies)
- Accept deliveries, greet/meet guests and register per requirements, ensuring professional experiences
- Coordinate communication between the office and external stakeholders, as needed/requested by executives
- Other duties as assigned
- High school diploma or equivalent
- 5+ years of experience in administrative or office management roles
- Proven ability to manage multiple tasks and prioritize effectively
- 2+ years working with DoD contractors
- Expert proficiency in Microsoft Office 365 (including but not limited to: Teams, Outlook, SharePoint, OneDrive, Word/PowerPoint/Excel).
- Familiarity with office management software and tools
- Proactive, self-starter
- Trustworthy and Dedicated
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities
- High EQ/EI (emotional quotient/intelligence)
- Detail-oriented with ability to remain agile and flexible to shifting priorities
- Problem-Solver: Ability to anticipate and resolve issues efficiently with general direction and minimal supervision.
- Discreet: Trusted agent to corporate executives (aka keeper of the secrets)
- Attention to Detail: Ensures accuracy in all administrative tasks
- Interpersonal Skills: Builds positive relationships with staff, clients, and vendors
- Adaptability: Thrives in a fast-paced environment and handles change effectively
- Associate or bachelor’s degree in business administration or a related field
- Experience working with busy executives
- 10+ years of experience in administrative or office management roles
- Must be a US Citizen and successfully complete a U.S. government background investigation
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