PSI Office Manager / Executive Assistant

Coordinate and arrange all corporate travel and recordkeeping.  Administer PCard program, training, monthly close support, and routine internal auditing.  Uphold company policies and certain spending budgets.  Manage office in all respects including being the primary administrative support for the Senior Leadership Team. 

• Coordination of all corporate travel at all locations in accordance with corporate policy.  Negotiate corporate rates where needed.
• Oversee company PCard program.
• Maintain and reconcile PCards for travel budget.
• Complete monthly close, reconciliation and reporting. Verify PCard expenses for accounting against traveler’s records.  Maintain PCard records in accordance with policy.
• Prepare monthly reports for Controller.
• Maintain telephone system.  Perform training for employees on switchboard.
• Establish relationships with local vendors (copier, printer, etc.).
• Contact for Building Services.
• Maintain copier and fax functionality.  Schedule ordering of parts and coordinate service with I.T. department.
• Perform administrative duties for Senior Leadership (reports, letters, special projects, meetings off site, air charters. etc.).
• Update and manage corporate records including licensing, annual reports, and online recordkeeping system.
• Manage company cell phone accounts.
• Coordinate office parties, corporate luncheons, and offsite meetings.
• Maintain a high level of confidentiality.
• Coordinate donations and budget recordkeeping.
• Complete company annual reports and renewal of business licenses.
• Supervises the Administrative Assistant/Receptionist.
• Coordinate Social Media Posting and Develop/Refine content as required.

Carry out managerial responsibilities in accordance with the organization's policies and applicable laws. Supervise all employees within the department. Responsibilities include: interviewing, hiring, disciplining, coaching and training, addressing and resolving employee concerns, planning, assigning, directing work and assessing job performance.

ASRC’s Core competencies include Leading Self, Leading People and Leading the Organization. In addition to our core competency model, our framework includes competencies specific to the various levels of positions within our company. For more information on our core competencies please contact the HR Department and reference the ASRC Leadership Framework.

Customer Focus

• Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
• Drive for Results
• Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.  
• Problem Solving
• Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers.
• Timely Decision Making
• Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure.
• Delegation
• Trusts people to perform through clear delegation of both routine and important tasks and decisions.

• Strong knowledge of the travel industry and current industry expense reporting.
• Familiar with online travel booking systems and recordkeeping.
• At least 5 years office environment/Office Manager experience.
• High school diploma or equivalent.
• Experience supervising administrative staff.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of employees or customers.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to sit; reach with hands and arms; and to use hands to finger, handle, or feel.  The employee is occasionally required to stand, walk, climb or balance.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job includes the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is in a busy office setting.  The noise level in the work environment is usually moderate.  While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions and may be required to travel in small and large commercial aircraft.

NOTE:  This document does not create an employment contract, implied or otherwise. The statements contained herein are intended to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibilities, but should not be considered an all-inclusive listing of work requirements.