Office Manager/Executive Assistant

The Cicero Institute is seeking a skilled and experienced Office Manager/Executive Assistant to work in our Austin office and provide support to the executive leadership team, manage building operations, coordinate meetings and events, and provide accounting and operations support to the Senior Advisor for Operations.

We are seeking a detail-oriented, outgoing candidate who has experience dealing with multiple organizations or projects at the same time and enjoys engaging and interacting daily with a diverse array of individuals in person, online, and by phone.

We offer an exciting and disciplined work environment. We are a smart and dedicated team focused on ensuring success for our mission and those of our partners. This job is a unique opportunity for a smart and hardworking person who passionately shares our values and wants to be part of a growing organization.

RESPONSIBILITIES

The Office Manager/Executive Assistant will:

• Be responsible for the support of the CEO, COO, and other executive leadership team as requested
• Coordinate and manage calendars, schedules, and meetings
• Oversee general office operations under the supervision of the COO, including:
  • Serve as face of the organization in Austin headquarters to welcome guests and organize meetings
  • Ensure the building is equipped with the proper office supplies
  • Manage contractors, including janitorial, pest control, landscaping, and other necessary items
  • Assist with IT support tasks in coordination with IT partner
  • Manage equipment inventory with IT partner
  • Support the operations and development teams through the creation and distribution of tax receipts and gift acknowledgements
  • Accept checks
  • Submit and review invoices for processing
  • Review expense reports for accuracy
  • Ensure employee timesheets are submitted correctly and on time
  • Support the planning of events at the office and off-site
  • Secure necessary signatures on legal documents
  • Special projects as assigned

REQUIREMENTS

The ideal candidate is a self-starter with 5+ years’ experience in an office manager setting or executive assistant to a senior leader. The candidate must be detail-oriented, flexible, highly organized, be able to manage multiple high-priority projects at once—sometimes under pressure—and have experience with:

• Online expense reporting
• Managing multiple calendars for individuals and building spaces
• Coordinating events (in and out of the office)
• General accounting support
• Building/office management
• G-Suite applications (Gmail, Sheets, Docs, etc.)
• Strong background in or familiarity with Salesforce and Classy
• Strong communication skills (verbal and written)
• Working in an environment where some team members are on-site and some are remote, and coordinating effectively
• The ideal candidate must also be able to exercise good judgment and discretion with confidential information.
• Certification as a Notary public is a plus.

TO APPLY

We are seeking to fill this position as soon as possible. To apply, please submit your resume, work samples, and three professional references to [email protected].

The Cicero Institute offers a competitive salary and benefits package including health benefits, 401k, and a generous paid leave plan. Candidates must live in Austin, Texas, or be willing to relocate before beginning work.