Administrative Operations Manager, Workrise

• If you're a highly organized and proactive individual passionate about creating a positive and productive work environment, this is your chance to shine and contribute directly to Workrise's success
• Associate degree in Finance, Communications, Business or equivalent relevant work experience
• 5+ years of combined experience in administrative, executive office, workplace operations, finance, energy, technology, and/or accounting supporting cross functional business unit leaders, people manager, and other roles with projects and processes
• Experience and/or understanding of business, executive office / leadership, administration, office management, vendor contracts, systems, and reports
• Ability to prioritize and maintain flexibility in a fast-paced, ambiguous and dynamic start-up environment
• Highly organized with strong attention to detail
• Ability to handle any and all confidential data and maintain confidentiality
• Excellent interpersonal, written, and verbal communication skills
• Thoughtful and a positive attitude in an environment with demands, deadlines and varying personalities
• Ability to build and oversee project management
• Highly proficient with G-Suite, and various office systems
• Understanding of how to manage inquiries both internal and external to the organization
• Regular, on-time attendance
• Ability to work remote / hybrid
• Ability to travel to meet with clients and their stakeholders up to 30% of the time
• Ability to communicate effectively
• Ability to use office equipment such as a computer, copier and telephone
• Ability to use office computer programs such as e-mail, Google Docs, Google Sheets, Microsoft Word, PowerPoint and Excel

Desirable

• The Administrative Operations Manager works on a full range of office operations, projects, and other administrative duties, such as managing the organization’s Executive Assistants
• This position maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring administration functions
• The Administrative Operations Manager manages and serves as the primary point of contact for all day-to-day office operations responsibilities, procedures, and services, including oversight of office lease, equipment, office set-up and security, supplies, mailing, shipping, maintenance, installation, and various repairs and vendor management
• You'll be at the heart of our daily operations, overseeing everything from managing our talented Executive Assistant team to ensuring a smooth and efficient workplace
• Schedules, assigns, reviews, and supervises the work of the organization’s office manager and stack ranks priorities for executive leaders, monitors projects, and is responsible for vendor management and contract oversight
• Develops and directs all meetings (i.e., executive leadership off-sites, Board of Director meetings), vendor set up, location sites walk through, caterer interviews and arrangements, material / presentation creation, applicable technology, etc
• Office set-up, weekly breakfasts, lunches, large mailings, etc
• Assists with marketing, Hackathon set-up, SWAG items for onsite team meetings, etc
• Assist with completing tasks that could have a dramatic impact on the success of Workrise
• Provide assistance to senior leadership team members for high level office operations management, confidential administrative support and serve as an extension of their leader by acting as the leader’s confidant and voice, as needed
• Oversee and maintain comprehensive and accurate records, generate reports, budgets, contract oversight, etc
• Responsible for contact and/or response both to internal and external leaders
• Involved with overseeing various vendors, consultants, and third-party communications on behalf of executive stakeholders
• Perform various other office operations and high level administrative tasks and executive assistant leadership
• Improve and streamline processes while leveraging team members, vendors, systems, calendars, etc
• Serve as a resource to the organization’s office in Austin Headquarters, Executive Leadership Team
• Operate as a credible administration leader, including oversight of various systems and organizational policies
• Oversight of All Hands, Fireside Chats, partner with internal communications and marketing for broader employee communications, ensure calendar of events are in sync to remove duplication of events, etc
• Administers procurement and fiscal management activities associated with the office operations, including, but not limited to activities associated with the building located in Austin and other locations, as needed
• Direct the planning and administration of executive project work
• Review and approve transactions, as assigned, provides key coordination with Talent Acquisition for candidate screenings, interviews, etc., as appropriate to the role
• Participates in various committees
• Develop new and revised current processes to improve procedures and guidelines of administrative processes and lead executive assistants
• Support and/or manage and prioritize multiple projects, applying basic understanding and knowledge of both the internal and external environments while maintaining the highest level of confidentiality for all of the organization
• Deadline-driven items for executive leadership and other stakeholders are kept on track
• Coordinate the allocation of resources for following budget approval, recommend approval of business expenses that support initiatives and goals
• Collect and analyze a variety of data and information for operating expenses (i.e., utility costs, garage and interim parking reimbursement, etc.), summarize findings for review and consideration
• Establish performance standards/objectives
• Conduct ongoing performance reviews and individual development discussions
• Provide ongoing coaching and continuous training
• Develop the proper organization structure and chain of command, which leads to organizational effectiveness and a high-performing team
• Attract, select, hire, and retain high-caliber talent to achieve the objectives of the organization
• Define and communicate goals to achieve department and company objectives
• Communicate, supervise, and direct relevant staff, ensuring leadership guidelines are in place to manage a function