Secretary/ Office Manager

Job Description

Job Description

Salary:

Wanted - Big Brains & Huge Hearts: We are looking for creative and passionate geeks, nerds, thinkers, tinkerers, and builders. Geeks and Nerds is an innovative technology company that encourages ingenuity, defies the norm, fosters teamwork, and defines the future for our community and nation.

Come join the company that develops innovative solutions that makes a positive difference in our community and nation. Join a company of significance!

The Secretary/Office Manager is responsible for ensuring the smooth operation of the office by managing administrative tasks, coordinating schedules, and maintaining organizational efficiency. This role combines secretarial duties with office management responsibilities, requiring excellent organizational, communication, and multitasking skills. The ideal candidate will be an experienced trusted agent, proactive, detail-oriented, and capable of handling a wide range of administrative and operational tasks with minimal supervision.

Responsibilities:

Administrative Support:

• 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
• 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.

Office Management:

• 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
• 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)

Customer and Client Interaction:

• 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

Qualifications:

Education:

• High school diploma or equivalent

Experience:

• 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

Technical Skills:

• Proficiency in Microsoft Office 365 (including but not limited to: Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive).
• Familiarity with office management software and tools

Soft Skills:

• Trustworthy and Dedicated
• Excellent written and verbal communication skills
• Strong organizational and time-management abilities
• Proactive, self-starter
• High EQ/EI (emotional quotient/intelligence)
• Detail-oriented with ability to remain agile and flexible to shifting priorities

Key Competencies

• Discreet: Trusted agent to corporate executives (aka keeper of the secrets)
• Problem-Solver: Ability to anticipate and resolve issues efficiently with general direction and minimal supervision.
• 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

Preferred Qualifications

• Associate or bachelors degree in business administration or a related field
• Experience working with busy executives
• 10+ years of experience in administrative or office management roles

Special Requirements

• Must be a US Citizen

GaN Corporation is an Equal Opportunity Employer. We are pleased to consider all qualified applicants for employment without regard to race, color, gender, sexual orientation, gender identity, religion, national origin, age, marital status, veteran status, disability, genetic information, or any other legally protected classifications. GaN Corporation participates in E-Verify.