Executive Assistant & Office Manager Position The BGill Group, a Government Relations, Public Affairs and Digital Communications firm located in Montclair, New Jersey is seeking for a detailed oriented well-organized Executive Assistant & Office Manager to handle the day to day business activities of the office. Position overview The Executive Assistant & Office Manager will manage the day-to-day business activities of the CEO, including providing strategic management of the CEO\xe2\x80\x99s busy and complex schedule, coordinating meetings with internal and external contacts, preparing and tracking the CEO\xe2\x80\x99s expenses and arranging complex travel. The role is a pivotal support position, as the Executive Assistant is a key liaison among staff members and between the CEO and external partners, which include funders, other education reform organizations, and senior policy makers and legislators. Additionally, the Executive Assistant will:

• Support other members of the BGill Group leadership team with ad hoc administrative needs;
• 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. This is a full-time, exempt position located in Montclair, New Jersey. Key Responsibilities: Executive Support (60%)

• Organize and coordinate the CEO\xe2\x80\x99s daily calendar\xe2\x80\x94scheduling all appointments,

coordinating logistics for speaking engagements and handling special event invitations on behalf of the CEO.

• Manage and arrange travel for CEO.
• Proactively consider needs related to calendar, travel and speaking engagements.
• Track CEO\xe2\x80\x99s expenses and prepare expense reports for reimbursement and billing.
• Write individualized correspondence and other documents as requested by the CEO.
• Support the CEO as needed in preparing for speaking engagements or other internal or

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\xe2\x80\x99 meetings.

• Assist in answering the organization\xe2\x80\x99s main line and direct calls as needed to staff.
• On behalf of CEO, provide essential support to the BGill Group, including serving as key point of contact, coordinating meeting logistics, communications and materials.
• As appropriate, provide administrative support to other Executive 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 the senior staff to 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 \xe2\x80\x9clook and feel.\xe2\x80\x9d 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\xe2\x80\x99s leadership team with

special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Programs. Qualifications:

• Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse cultural backgrounds.
• A minimum of three years\xe2\x80\x99 experience in an administrative support role, preferably at the senior level. Experience supporting executives a must have.
• 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.

Compensation and Benefits: The BGill Group offers a competitive salary based on experience. If you would like to apply, please send your resume and cover letter to Alixon Collazos. Please indicate the position title in the subject line of your email for fastest consideration. Job Type: Full-time Pay: $65,000.00 - $70,000.00 per year Benefits:

• 401(k)
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Masks are not required in the office, however, the health and comfort of our employees are of out most importance. Ability to commute/relocate:

• Montclair, NJ 07042: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 3 years (Preferred)
• Microsoft Powerpoint: 2 years (Preferred)

Work Location: In person