Overview
Office Administrator Jobs in Nashville, TN at TAG USA
Birkenstock USA, LP
Job Description
At Birkenstock, our business is a reflection of who we are. We have a passion for our products, an appreciation of their
heritage and a genuine belief in their benefits. Our business is a reflection of what we represent – quality products that are
comfortable, unique, timeless and respectful of the world around us. Our mission is to deliver happiness and satisfaction.
In order to provide quality products and services, we need quality people. We are looking for talented people who share
our values of accountability, responsiveness, excellence, teamwork, respect, integrity and a positive attitude.
JOB TITLE: Executive Assistant and Office Manager (Novato)
REPORTS TO: Managing Director / President Americas
LOCATION: Novato, California (on-site)
SALARY: $95k – $115k
TYPE: Full Time – Exempt
Summary of Position:
Provide executive administrative support to the Managing Director/President (MD/P) Americas and manages the Novato,
CA. office
Responsibilities
Executive Assistant:
Arranges meetings and maintains Outlook calendar
Arranges and coordinates all travel for MD/P and other senior leadership team members as needed.
o Works with travel agency
Reconciles SAP/ Concur expenses daily in conjunction with the corporate American Express statements
o Submits monthly
Prepares power point presentations
Tracks and inputs Paid Time Off (PTO) hours into timecard system for MD/P’s direct reports
Coordinates Senior Leadership Team (SLT) meetings
Assists in the organization of internal and external events and meetings
Assists with travel arrangements for customers, non-USA employees, visitors, and associates
Supports executive management team on projects, as needed
Handles the ordering of gifts and gift baskets for various occasions
Schedule 15-minute meet and greet with new employees and MD/P
o Obtains list from HR
Performs other duties as assigned
Office Management:
Supervises the Administrative Assistant/Reception position
o See separate job description
o Approves timecard every other Monday
Reconciles and approve operational related invoices in SAP/ Concur program
Updates the Travel & Entertainment Guidelines
Maintains copies of employees travel itineraries and enters on the Master Calendar
Administers the Corporate American Express card program
o Administers building access cards. Coordinate with building management through their portal
Ensures the safe working environment for the Novato office
o Quarterly emails to employees on ergonomics (work from home), earthquake and fire protocols for the
Novato office
Administers and coordinates the property/casualty insurance program including issuance of certificates of
insurance requests
o Works with the insurance broker
o Coordinates the completion of the renewal applications annually – October 1 exp. date
Works with the Sr. Manager Vendor Compliance on certificates required
o Maintains copies of sales team’s personal automobile insurance policies
o Maintains list of employees and driver information who drive their personal vehicle for business
o Maintains copies of all building services vendors liability and workers’ compensation certificates of
insurance
Maintains and reconciles offsite storage documents annually
Monitors the Master and Corporate calendars in Outlook
Maintains the acronym list
Oversees company office supplies, incoming mail, and deliveries
Oversees and communicates with the vendors for the office building i.e., pest control, first aid boxes, interior
plants, etc.
o See Building Services Binder
Works with the property manager on facility issues – through their portal
Keeps the office interior neat, clean, and organized
o Keeps the kitchen(s) cleaned
Run and empty dishwashers weekly
o Conducts annual office clean up at the end of each year
Maintains all door keys to the office building, offices and filing cabinets
Performs other duties as assigned
Position Requirements:
5-10 years’ experience as an executive administrator for a C-level executive
Computer knowledge: Proficient in Microsoft Word, Excel, Power Point and Outlook
o SAP/Concur Expense Reporting is a plus
Articulate, good command of the English language and superior written and verbal communications skills are
essential
Detailed-oriented, highly organized, resourceful, good at problem solving and follow-through
Excellent time management skills and able to take the initiative to keep executives moving forward with the daily
flow of paperwork and meetings
Initiative-taking and absolutely committed to working with everyone to help the company grow
Knowledge: German language skills a plus
Commercial property/casualty insurance a plus
Degrees/Certificates: Preferred. Notary public a plus
If interested, please email cover letter and resume to Human Resources at [email protected]
BIRKENSTOCK USA, LP IS AN EQUAL OPPORTUNITY EMPLOYER.
Title: Office Administrator
Company: TAG USA
Location: Nashville, TN
