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Executive Assistant & Office Manager

Company: Surfdog/Dave Kaplan Management
Location: Encinitas
Posted on: June 17, 2022

Job Description:

The Executive Assistant/Office Manager will be responsible for the day-to-day needs of the company's owner, along with the administrative and organizational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be extremely well organized, resourceful, detail-minded, and flexible. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.

Surfdog/DKM is a multi-faceted boutique music company that includes: record label, artist management, merchandising, publishing, and coffee-shop.

This is an on-site position in Encinitas, CA

Key Responsibilities
Assist the owner with his daily schedule and oversee all general office management tasks. Duties to include managing calendars, commitments, travel arrangements, itineraries, accounting, and managing office operations and procedures.

Executive Assistant duties to include:
Managing calendar
Answering phones and routing calls appropriately
Preparing notes for upcoming calls/meetings
Scheduling and working with a travel agent to book all travel (flights, hotels, ground transportation, etc.)
Preparing daily schedule sheet every morning
Scheduling personal appointments
Filing documents
Handling various personal and family matters
Anticipating needs and being resourceful

Office Manager duties to include:
Accounts payable - process all invoices correctly using specific processes and project codes; work with business accountant to ensure bills are paid
Accounts receivable - track incoming wire transfers, bank payments, and checks; work with business accountant to ensure incoming payments are deposited appropriately
Holiday cards - oversee design, printing, and mailing of company holiday cards at end of year
Overseeing company contact list, by adding in new contact info, retrieving info for staff members, etc.
Managing storage units, keeping track of inventory, and cleaning and organizing the units
Reconciling the American Express bill monthly - code/explain all company charges; work with business accountant to ensure statement is paid monthly
Tracking and managing office supplies, ordering more when necessary
Maintaining office facilities by coordinating with 3rd party cleaning company, landscaper, handymen, etc.
Pulling quarterly reports on postage accounts, petty cash, Surfdog store orders, and checkbooks; report to business accountant quarterly
Handling all incoming and outgoing mail - sort through incoming mail and disperse appropriately, prepare packages, and ship out mail daily
Prepare and manage weekly staff timesheets
Greeting and giving a tour of the office to anyone coming to the office for a meeting/visit
Handling all IT logistics, e.g., find and liaise with IT company, phone company, handle computer problems, printer setup, technology requests, etc.
Filing contracts and documents appropriately
Assisting staff on various company projects as needed

Skills and Experience:
3+ years of solid administrative experience in an office setting
Excellent verbal and written communications, networking, and presentation skills
Excellent organizational skills and attention to detail is a must
Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines
Strong ability to be resourceful
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Knowledge of Apple products

Keywords: Surfdog/Dave Kaplan Management, Encinitas , Executive Assistant & Office Manager, Administration, Clerical , Encinitas, California

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