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Office Manager
American International Group
Reston, VA, United States
Job Details - this job has expired, please see similar jobs below
Estimated Travel Percentage (%): Up to 25%
Relocation Provided: No
Principle Responsibilities
•Plan and direct all administrative and operational activities for the organization. This includes resource management, contracts management, procurement purchases, facilities management, event management, and business management reporting/metrics.
•Provide administrative support to the gCDC executive with calendar support, travel arrangements and other office administrative management activities such as space planning, procure office supplies, facilitate catering, and perform document reviews.
•Lead all Facilities Management activities for the Global Cyber Risk Defense Center (gCDC). This Includes coordinating with onsite building management team on scheduled maintenance and facilities incident management, managing the onsite facility security guard resources, and manage all aspects of the gCDC physical security.
•Support the team’s vendor management activities. This includes researching and sourcing vendors, obtaining quotes with pricing, capabilities, turnaround times, and quality of work, negotiating contracts, managing relationships, evaluating performance, and ensuring payments are made.
•Develop and manage the organizations headcount report that captures current resources, plus the future headcount demand based on growth assumptions. This includes resources by location, job grade, and department. This headcount reporting will aid in driving an on-going resource strategy to better align with the business needs.
•Manage and coordinate the gCDC business continuity management program. Coordinate with leadership to ensure that business continuity plans are current and actionable in the event of a disaster.
•Develop business operations metrics and reporting for the team. Reporting goal here is to provide a current view of pipeline reporting for procurement purchases from vendors, SOW engagements with consultants, headcount needs by project, resource hours tracking/reporting, and onsite badge access reporting.
•Build partnerships with Shared Services teams such as Legal, Accounting, Finance, Audit, Communications, Procurement and Facilities teams to better achieve team goals.
•Manage the organizations resource on-boarding and off-boarding (for both FTE and contingent resources). This includes asset procurement, facilities coordination, organizational knowledge orientation, and contract renewals.
•Coordinate and facilitate leadership team meetings and off-sites. This includes facilitating regular meetings with our offshore teams to be able to hear from our onshore leadership. Activities include developing an agenda, govern the decision flow, manage conflict, and assign action items to the leadership team.
•Plan, coordinate and facilitate onsite gCDC tours to global AIG partners, internal and external auditors, and key business constituents.
•Enable the gCDC executive by driving down priorities to subordinate teams, manage requests from governing bodies, facilitate internal and external audit queries, set departmental goals, enable people performance management process, and manage stakeholder relationships and feedback loops.
•Lead employee engagement activities such as employee recognition, quarterly team building off-sites, monthly leadership lunches, and promoting employee training and education.
Preferred Qualifications
•Bachelor's degree in Business Management or related field preferred or equivalent experience.
•6-8 years of experience in the Office Management functions.
•2 years of experience in administrative support functions
•Broad cross-functional experience in the areas of business operations and vendor management.
•Experience providing executive administrative support.
•Capacity for analytical decision making with the ability to prioritize and communicate key objectives and strategies necessary to achieve shared organizational goals.
•Experience with project management of offshore / vendor resources.
•Excellent communication and presentation skills.
•Excellent MS PowerPoint, MS Outlook, and MS Excel skills.
•Demonstrated ability to influence others and build relationships.
•Demonstrated ability to manage ambiguity, complexity.
•Demonstrated experience in achieving shared objectives in a matrixed organization, coordinating projects and services across business and organizational boundaries, and building effective cross-functional teams.
•Must be proactive and forward-thinking and take pride in adding value to the organization. Holds himself/herself accountable for achieving successful outcomes.
•Ability to simplify difficult concepts and challenges by thinking analytically about component parts.
•Must possess articulate, concise and persuasive communication style, both verbal and written; ability to adapt style to the targeted audience. Careful, reflective listener.
•Must be organized and focused to drive meaningful results.
•Demonstrated ability to establish effective, independent working relationships with team members and corporate partners; ability to overcome obstacles to achieve goals.
It has been and will continue to be the policy of American International Group, Inc., its subsidiaries and affiliates to be an Equal Opportunity Employer. We provide equal opportunity to all qualified individuals regardless of race, color, religion, age, gender, gender expression, national origin, veteran status, disability or any other legally protected categories.
At AIG, we believe that diversity and inclusion are critical to our future and our mission – creating a foundation for a creative workplace that leads to innovation, growth, and profitability. Through a wide variety of programs and initiatives, we invest in each employee, seeking to ensure that our people are not only respected as individuals, but also truly valued for their unique perspectives.