Job Description
We are seeking a proactive Office Manager/Executive Assistant to manage our Healdsburg office operations and provide high-level support to leadership. This role combines general office administration, executive support, and basic financial tasks. In practice the Office Manager “is the backbone of workplace operations, overseeing the physical environment and administrative functions You will maintain office systems and supplies, greet visitors, coordinate meetings, and assist with financial recordkeeping (using QuickBooks or similar). The ideal candidate is extremely organized, detail-oriented and adaptable, with excellent communication skills and the ability to handle confidential information.
Key Responsibilities
- Office Operations: Oversee daily office functions to ensure a smooth, professional environment. Manage office supplies, equipment, and vendor relationships; handle facilities maintenance, cleanliness and safety protocols. Greet and assist visitors, answer phones, and manage incoming correspondence. Maintain reception and mail protocols to ensure timely distribution.
- Scheduling & Events: Coordinate calendars, meetings and conference calls for the team. Arrange meeting logistics (rooms, video conferencing, agendas, materials) and prepare/minute meetings. Assist with planning team events or staff meetings. Support travel planning by arranging accommodations, itineraries and bookings.
- Records & Finance: Maintain accurate digital and paper records (files, databases, contact lists, etc.). Process basic bookkeeping tasks: track expenses, process invoices and reimbursements, and help reconcile accounts payable/receivable. Use QuickBooks (or similar) to enter transactions and help update budgets or financial reports. Assist with monthly expense tracking and simple financial reporting (e.g. summarizing budget vs. actual expenses).
- Administrative Support: Prepare and format executive correspondence, presentations and reports as requested. Handle internal and external communications on behalf of managers (emails, calls, mail). Assist with HR-related administrative tasks (onboarding new hires, maintaining personnel files and benefits paperwork). Support office policy administration and ensure compliance with company procedures.
- Executive Assistance: Provide high-level support to executives by organizing priorities and special projects. Assist in project coordination, data gathering, and creating process documentation as needed. Maintain discretion and confidentiality at all times when handling sensitive information.
Skills & Qualifications
- Experience: 3–5 years of progressively responsible administrative experience (office admin, executive assistant or similar). (Research shows most office managers have 6+ years of experience, so 3–5 years with strong admin skills is a reasonable expectation.)
- Communication: Exceptional verbal and written English skills. Comfortable drafting letters, reports, and presentations. Able to interact professionally with employees, vendors and visitors. Strong interpersonal skills to build positive relationships across the team.
- Organization & Multitasking: Highly organized and detail-oriented – a “Type A” self-starter. Able to prioritize competing tasks and deadlines in a fast-paced environment. Proficient at creating and maintaining filing and tracking systems. Adaptable and resourceful in solving problems and handling surprises.
- Technical Skills: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Familiarity with QuickBooks or other accounting software is strongly preferred. Basic financial literacy (understanding of expense reports, budgets and invoices) is required. Comfortable learning new software (CRM, project management tools, etc.) as needed.
- Other Skills: Strong time-management and follow-through. Willingness to learn quickly and take initiative. Discretion with confidential information and mature, professional judgment.
Personal Attributes
- Professionalism: Reliable, punctual and consistently maintains a positive attitude. Presents a polished, friendly demeanor (front-desk presence when needed).
- Integrity: High level of honesty and trustworthiness; holds others to the same standard. Maintains confidentiality and exercises good judgment.
- Initiative & Adaptability: Takes initiative on tasks without waiting for direction. Able to pivot smoothly when priorities shift. Creative problem-solver who looks for efficiency improvements.
- Team Player: Enjoys collaborating with a small team. Willing to share knowledge, assist coworkers and contribute to a supportive office culture. Flexible to help cover co-workers’ responsibilities as needed.