Secretary- Office Manager at Geeks & Nerds

Huntsville, Alabama, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Feb, 26

Salary

0.0

Posted On

22 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Office 365, Organizational Skills, Communication Skills, Multitasking, Attention to Detail, Problem-Solving, Interpersonal Skills, Adaptability, Time Management, Proactive, Trustworthy, Self-Starter, Emotional Intelligence, Office Management, Administrative Tasks, Scheduling

Industry

Defense and Space Manufacturing

Description

Wanted - Big Brains & Huge Hearts: We are looking for creative and passionate geeks, nerds, thinkers, tinkerers, and builders. Geeks and Nerds is an innovative technology company that encourages ingenuity, defies the norm, fosters teamwork, and defines the future for our community and nation. Come join the company that develops innovative solutions that makes a positive difference in our community and nation. Join a company of significance! The Secretary/Office Manager is responsible for ensuring the smooth operation of the office by managing administrative tasks, coordinating schedules, and maintaining organizational efficiency. This role combines secretarial duties with office management responsibilities, requiring expert efficiency using the MS Office Suite and electronic communication systems, excellent organizational, communication, and multitasking skills. The ideal candidate will be an experienced trusted agent, proactive, detail-oriented, and capable of handling a wide range of administrative and operational tasks with minimal supervision, staying 2 steps ahead of the executives. Responsibilities: Manage calendars, schedule meetings, and coordinate appointments for executives Prepare and edit correspondence, reports, presentations, and other documents Answer and direct phone calls, emails, and inquiries in a professional manner Maintain filing systems, both physical and digital, ensuring easy access to records Arrange travel and accommodation(s) for executives, as needed Prepare agendas and take minutes during meetings Record, track and report action items Acquire, track and distribute GaN insignia items for employees, business cards and desk place cards Collect and summarize materials related to contracts, projects, policies etc. to maintain GaN smart book Process and document executive purchases such as meals, misc. small purchases etc. Schedule interviews – virtual or in-person – as directed Prepare site for new employees per HR directives Schedule new employee orientation meetings and ensure appropriate materials are available Online company (intranet) maintenance Collaborate with internal stakeholders, ensuring information, links, and access are relevant and up-to-date Ensure the office environment is clean, organized, and conducive to productivity Mail/package management Outgoing and incoming for the Huntsville offices (2) RMAs as directed/needed Manage office supplies and inventory General office supplies (including standard company issued pens, paper, notepads) Kitchen/breakroom supplies (such as company provided beverage and snacks) Mail/packaging supplies (including courier accounts, envelopes/packing supplies) Accept deliveries, greet/meet guests and register per requirements, ensuring professional experiences Coordinate communication between the office and external stakeholders, as needed/requested by executives Other duties as assigned Qualifications: Education: High school diploma or equivalent Experience: 5+ years of experience in administrative or office management roles Proven ability to manage multiple tasks and prioritize effectively 2+ years working with DoD contractors Technical Skills: Expert proficiency in Microsoft Office 365 (including but not limited to: Teams, Outlook, SharePoint, OneDrive, Word/PowerPoint/Excel). Familiarity with office management software and tools Soft Skills: Proactive, self-starter Trustworthy and Dedicated Excellent written and verbal communication skills Strong organizational and time-management abilities High EQ/EI (emotional quotient/intelligence) Detail-oriented with ability to remain agile and flexible to shifting priorities Key Competencies Problem-Solver: Ability to anticipate and resolve issues efficiently with general direction and minimal supervision. Discreet: Trusted agent to corporate executives (aka keeper of the secrets) Attention to Detail: Ensures accuracy in all administrative tasks Interpersonal Skills: Builds positive relationships with staff, clients, and vendors Adaptability: Thrives in a fast-paced environment and handles change effectively Preferred Qualifications Associate or bachelor’s degree in business administration or a related field Experience working with busy executives 10+ years of experience in administrative or office management roles Special Requirements: Must be a US Citizen and successfully complete a U.S. government background investigation GaN Corporation is an Equal Opportunity Employer. We are pleased to consider all qualified applicants for employment without regard to race, color, gender, sexual orientation, gender identity, religion, national origin, age, marital status, veteran status, disability, genetic information, or any other legally protected classifications. GaN Corporation participates in E-Verify.

Responsibilities

The Secretary/Office Manager is responsible for managing administrative tasks, coordinating schedules, and maintaining organizational efficiency. This role combines secretarial duties with office management responsibilities, requiring expert efficiency and excellent organizational skills.