Office Manager

Description:
About the Company

For the past twenty years, IDOC has remained committed to the success of independent optometrists, and today has emerged as a leading alliance of private optometric practice owners in the United States. Founded by an optometrist with the first-hand knowledge of private practice ownership, IDOC empowers independent owners to live the practice of their dreams. IDOC’s core value of “people first, always” and focus on innovation offer a significant competitive advantage to our membership of over 3,000 optometrists – enabling them to embrace change, seize opportunity, and position their practices for long-term success. IDOC serves its members through expert guidance from industry-admired consultants, metric-based business analytics, personal account management, member-exclusive vendor discounts and rebates, continuing education opportunities and national, regional, and local peer networking events.

Role Summary

The Office Manager will provide a wide range of administrative and office support activities to facilitate the efficient operation of the IDOC office, to include remote office support. This role will also serve as support to the Executive Leadership Team (ELT) at IDOC, enabling that team to operate efficiently and effectively. This position will require excellent judgement and thorough knowledge of Company operations, policies, and procedures. The role will handle details of highly confidential information and critical in nature. The person in this role may be asked to deliver under tight deadlines and must demonstrate agility and creative solution-finding in a highly productive, exciting, and dynamic environment.

As the Office Manager, you’ll be the heart and soul of IDOC. You love running a tight ship and are constantly looking to improve processes. You have a passion for people and have a keen ability to build relationships, influence, engage, and manage expectations. You’re confident in supporting senior leadership and coordinating schedules to make sure everything runs smoothly.

Responsibilities

Executive Leadership Support

• Provide administrative support to the Executive Leadership Team (ELT), including, but not limited to, answering incoming calls, making travel arrangements, coordination and setup for meetings, calendar and appointment maintenance, expense reporting, preparing presentation materials, etc.
• Handle restaurant reservations for the ELT and for/with vendors, pre-board meeting dinners, etc.
• Liaise with various internal and external parties, including clients and vendors; exercise sound judgement and discretion in dealing with highly confidential/sensitive business matters.
• Responsible for scheduling IDOC external board meetings and preparation of materials related to board meetings; administrative point of contact for board members.

Office Administration

• Responsible for daily office management duties including answering main line and directing calls, greeting clients and vendors, and assisting with managing conference room calendar availability.
• Management of day-to-day running of the office, ensuring the office looks tidy, presentable, and on brand at all times.
• Coordinate/provide office support for all staff located in Norwalk, CT and remote office staff; coordinate office moves and supplies/equipment procurement.
• Ensure office equipment is in working order and contact vendor partners to arrange for service and repairs as needed.
• Main point of contact for Empire State Realty (building owner) for requests, issues, etc.

IT/Communications Support

• Draft and send out staff communications about company events and updates.
• Partner with ELT on PowerPoint presentations; ensure presentations are on brand; manage the logistics of collecting and consolidating presentations for larger town hall and all-hands meetings.
• Ensure seamless technology support for employees by connecting with internal managed IT service provider.
• Own and manage the administration of the IT software employee access program, to include the on-boarding and off-boarding of employees.
• Partner with IT & phone vendors on upgrades to infrastructure and system-wide outages/issues.

HR Support

• Support the HR team in building a great culture, helping to organize team-building events, volunteer activities, speaker presentations, training events, and wellness activities.
• Provide exceptional candidate experience for those interviewing and visiting the site.
• Partner with HR team on on-boarding program to ensure new hires have a great experience.
• Coordinate gift giving efforts for IDOC employees acknowledging family life events; coordinate appreciation dinners and “thank you” gifts for employees.
• Demonstrate the temperament and ability to handle a wide variety of tasks.

Requirements:

• 5+ years’ experience in a support role required.
• Bachelor’s degree preferred.
• Must have excellent written and verbal communication skills, excellent time management skills, strong decision-making ability (anticipating any possible needs relating to rescheduling of activities and travel arrangements), and excellent attention to detail.
• Strong calendar management skills.
• Well organized, able to work in a fast-paced environment.
• Flexible, proactive, resourceful, and efficient while maintaining professionalism always.
• Inclination for learning new systems and applications a plus.
• Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Technologically savvy – good working knowledge of IT/Phone set-up processes.
• Committed to collaboration and teamwork.
• Ability to thrive in a dynamic environment.