Executive Assistant & Office Manager

Position overview
The Executive Assistant & Office Manager will manage the day-to-day business/personal activities of the CEO, including providing strategic management of the CEO’s busy and complex schedule, coordinating meetings with internal and external contacts, preparing, and tracking the CEO’s expenses and arranging travel. Additionally, the Executive Assistant will:
Support other members of the leadership team with ad hoc administrative needs.
Complete and process all AP/AR
Bookkeeping and Accounting responsibilities
Support day-to-day operations of the office; and
Contribute to and lead special projects across various areas of the organization

In all of these roles, the Executive Assistant will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment.

Key Responsibilities:
Executive Support (60%)
Organize and coordinate the CEO’s daily calendar—scheduling all appointments, coordinating logistics & engagements and handling special event invitations on behalf of the CEO.
Manage and arrange travel for CEO.
Proactively consider needs related to calendar, travel
Track CEO’s expenses and prepare expense reports for reimbursement and billing.
Write individualized correspondence and other documents as requested by the CEO.
external meetings conducting research and other similar tasks.
Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through by CEO as needed.
Manage organizational communication, scheduling, and logistics for key internal events such as board meetings, staff meetings, and managers’ meetings.
Assist in answering the company’s main line and direct calls as needed to staff.
Full processing of Accounts Payable and Accounts receivables
Maintains close detail of records and bookkeeping and completes weekly/monthly as required
On behalf of CEO, provide essential support to leadership including serving as key point of contact, coordinating meeting logistics, communications, and materials.
As appropriate, provide administrative support to other Team members in terms of managing meeting logistics, making travel arrangements, and coordinating schedules
Other administrative duties as needed.

Office Management (25%)
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 (including postage meter, copiers, conference room scheduling).
Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.
Design, communicate and oversee implementation of office operations, policies, and procedures.
In partnership with HR, 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, email distribution lists, and other similar systems.
Maintain responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean and functional.

Other Support (15%)
Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Programs.

Q ualifications:
A minimum of five years’ experience in an administrative support role, preferably at the senior level. Experience supporting executives a must have.
Minimum 2 years Accounting and Bookkeeping experience
Minimum 1-year Accounts Payable and Accounts Receivable Experience
Undergraduate degree or equivalent experience.
A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset.
Highly flexible, creative problem solver, with a strong ability to multi-task.
Excellent oral and written communication skills.
Strong interpersonal skills.
Execute and exhibit good judgment. High level of professionalism.
Superb organizational and time-management skills.
Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and experience with data management.
A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.

Why work at The Indoor Golf Shop

By joining The Indoor Golf Shop, you will be welcomed into a team atmosphere within our RAPIDLY growing business, surrounded by a passion for golf and for our brand. In our fast-paced environment, you will apply and increase your hard-earned knowledge. Our dedication to work-life balance and reliance on a strong company culture will allow you to truly enjoy your career and grant you endless opportunities to exceed your goals.

Joining our small team in our quickly growing business here at The Indoor Golf Shop will give you the immense opportunity to prove yourself and have unlimited potential in achieving your personal career goals. You will be given the opportunity to develop your skills in many aspects of our business - sales, operations, finance, customer service, technology, processes, and much more. You will work in a team driven culture focused on a competitive and winners’ mentality to provide exceptional results!

Salary and Benefits
Full time salaried
Monday to Friday
Opportunities for performance-based rewards
PTO, 401K
Medical, Dental, Vision Benefits
In office team environment, located in Celina, TX

The Indoor Golf Shop provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.