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Executive Assistant & Office Manager
Surfdog Records
Encinitas, CA
Uh oh, this posting was removed on 6/13/2022 1:06:00 PM PST
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Surfdog/DKM
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.
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
Don't worry we have a lot of jobs on the site like this one;
Browse all jobs
Browse the Assistant and Entry Level Category
Browse the Music Category
Search for Executive Assistant & Office Manager jobs in Encinitas-CA
Surfdog/DKM
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.
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
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