Executive Operations Officer

Reporting to the Chief Strategy and Operations Officer, the Executive Operations Officer is responsible for the management of the day-to-day activities of Lewis Burke Associates LLC.  The primary responsibilities of this role are to ensure organizational efficiency, effectiveness, and management of all day-to-day administrative duties and operations in the areas of technology planning & support, office administration, and client management support.

Responsibilities

  • Lead the firm’s administrative needs with proactive and well organized qualities, in order to minimize burdens and increase efficiencies
  • Improve operational systems, processes and policies in support of the firm’s mission, specifically focusing on: technology planning, inter-office communications, client reporting, business processes, and organizational planning
  • Manage and increase the effectiveness and efficiency of support services (IT, HR, security, benefits) by facilitating coordination and communication between support and business functions

Functions by Category

Technology Planning & Support

  • Lead firm-wide technology planning, support and associated administrative operations
  • Participate in and support the technology planning committee
  • Lead client communication technology by providing set up support and training
  • Establish an IT/technology strategy plan and serve as liaison to the IT consultant and website host
  • Manage relationships with internet, office supply, and office equipment vendors to ensure a positive working relationship
  • Ensure that travel laptops and wifi hotspots are charged, updated, and ready for use by employees
  • Troubleshoot and assist colleagues with technology issues
  • Arrange for maintenance and repair for office phones, computers, printers, copiers, postage meter, and kitchen appliances

Office Management & Hospitality

  • Manage front desk schedule to ensure it is staffed at all times during office hours
  • Open and close the office daily and maintain office security
  • Manage the front desk (e.g. executing phone calls, greeting guests, sorting mail, etc.) and ensure that the reception area, kitchen, and conference rooms are clean and ready for guests
  • Manage office security and safety safety with the assistance of building security systems and on site security officers,  ensure adequate quantity of first aid supplies, and update emergency contacts
  • Coordinate internal meetings and client visits by maintaining the conference room calendar
  • Provide operational support to the firm Partners (e.g. assisting with appointment scheduling, event reservation, and mail or e-mail correspondence)
  • Schedule regular meetings with Partners, Chief Strategy and Operations Officer, Bookkeeper, HR Consultant and Administrative Team

Client Management Support

  • Assist team leaders with client support to include event planning, client visits, etc.
  • Assist on client taskers by proof reading, editing, and formatting memos and documents
  • Assist Partners with client time entries as needed
  • Generate utilization reports on request
  • Generate and format monthly client activity reports
  • Compile reimbursable expense reports for colleagues as needed

Planning

  • Maintain adequate inventory of office supplies
  • Work collaboratively with colleagues to order, label, and mail holiday cards to all clients and business colleagues
  • Assist with catering planning and ordering for client and internal events
  • Work with the Social Committee to plan the yearly holiday party and ad hoc social outings (e.g. collecting information for venues, managing RSVP list, ordering party favors, etc.

Qualifications

  • At least 2 years’ experience in professional office setting
  • Strong attention to detail in the areas of taking messages, writing emails, booking travel, and preparing for and greeting visitors
  • Ability to multi-task
  • Ability to proactively prepare for routine tasks and anticipate additional needs
  • Excellent computer skills - proficient in Excel, Word, Outlook, and PowerPoint
  • Excellent verbal and written communication skills
  • Excellent interpersonal skills and a collaborative working style
  • Demonstrated commitment to high professional ethical standards
  • Ability to lift up to 10 pounds

Compensation is commensurate with experience. Benefits include 401(K), health insurance, etc. Send your resume, cover letter, and writing sample to employment@lewis-burke.com