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Executive Assistant/Office Manager

Job Description

The executive assistant/office manager reports directly to the company president, providing administrative support to the president as well as executive leadership and software development teams. Additionally, the executive assistant/office manager is the primary liaison with payroll, benefits and human resource vendors.

Primary responsibilities (including but not limited to):

  • Assisting with preparation of presentation materials/reports
  • Reviewing and summarizing miscellaneous reports/documents
  • Answering and screening incoming calls
  • Scheduling meetings and other calendar management
  • Assembling and sending outgoing mail/mailings
  • Arranging travel reservations as needed
  • Other basic administrative support, (filing, data entry, document management, etc.)
  • Purchasing and inventory control for office supplies and materials
  • Familiarizing self with company benefits to serve as a reference for staff members
  • Liaise with 3rd party payroll, human resources and benefits vendors
  • Support marketing efforts and software development group

Breakdown of duties:
50% of responsibilities: administrative support/office management
25% of responsibilities: human resources support
25% of responsibilities: travel management, other


  • Bachelor degree from an accredited university
  • 3-5 years of executive support experience
  • Adept with detail and accuracy; highly organized.
  • Excellent writing skills, command of spelling, sentence mechanics and grammar
  • Professional demeanor and communication style in person and on the phone
  • Proficiency in developing business documents using Microsoft Office Suite (PowerPoint, Excel, Word, Outlook, Visio a plus)
  • Ability to follow through on issues promptly and in a timely manner
  • Ability to prioritize and manage multiple assignments simultaneously
  • Experience handling a wide range of administrative and executive support related tasks
  • Enjoys the administrative challenges of supporting a busy organization
  • Comfortable working in a fast-paced environment, sometimes under pressure
  • Proactive, resourceful and efficient
  • High level of professionalism and confidentiality
  • Able to work independently with little or no supervision
  • Some flexibility to occasionally work late or come in early with little notice
  • Comfortable with Windows system and willingness to learn and apply new software applications as needed (ex. Tableau, Redmine)

About UltraShipTMS

UltraShipTMS offers award winning software-as-a-service solutions to leading shippers in food production, packaging, retail and other industries. UltraShipTMS and the LoadFusion transportation optimizer provide a single-source solution for optimization, transportation and settlement for in- and out-bound shipping across all modes of transport. Built and supported by a brilliant team of transportation industry veterans and software developers, UltraShipTMS is an emerging leader in the supply chain management industry. www.ultrashiptms.com

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