Office Manager

We are seeking a proactive Office Manager / Executive Assistant to manage our Healdsburg office operations and provide high-level support to leadership. This role combines general office administration, executive support, and basic financial tasks. In practice the Office Manager “is the backbone of workplace operations, overseeing the physical environment and administrative functions You will maintain office systems and supplies, greet visitors, coordinate meetings, and assist with financial recordkeeping (using QuickBooks or similar). The ideal candidate is extremely organized, detail-oriented and adaptable, with excellent communication skills and the ability to handle confidential information.

Key Responsibilities

• Office Operations : Oversee daily office functions to ensure a smooth, professional environment. Manage office supplies, equipment, and vendor relationships; handle facilities maintenance, cleanliness and safety protocols. Greet and assist visitors, answer phones, and manage incoming correspondence. Maintain reception and mail protocols to ensure timely distribution.
• Scheduling & Events : Coordinate calendars, meetings and conference calls for the team. Arrange meeting logistics (rooms, video conferencing, agendas, materials) and prepare / minute meetings. Assist with planning team events or staff meetings. Support travel planning by arranging accommodations, itineraries and bookings.
• Records & Finance : Maintain accurate digital and paper records (files, databases, contact lists, etc.). Process basic bookkeeping tasks : track expenses, process invoices and reimbursements, and help reconcile accounts payable / receivable. Use QuickBooks (or similar) to enter transactions and help update budgets or financial reports. Assist with monthly expense tracking and simple financial reporting (e.g. summarizing budget vs. actual expenses).
• Administrative Support : Prepare and format executive correspondence, presentations and reports as requested. Handle internal and external communications on behalf of managers (emails, calls, mail). Assist with HR-related administrative tasks (onboarding new hires, maintaining personnel files and benefits paperwork). Support office policy administration and ensure compliance with company procedures.
• Executive Assistance : Provide high-level support to executives by organizing priorities and special projects. Assist in project coordination, data gathering, and creating process documentation as needed. Maintain discretion and confidentiality at all times when handling sensitive information.

Skills & Qualifications

Personal Attributes