Office Manager

OFFICE MANAGER: OFFICE OF THE PRESIDENT | JOB DESCRIPTION 

SUMMARY 

At Magnolia, the Office Manager of the Office of the President is responsible for providing high-level administrative support to the President of Magnolia and overall management for the office of the President. This includes overseeing and managing schedules, organizing complex travel plans, leading the coordination of large-scale and/or confidential projects and company initiatives directed by the President’s office, and providing professional development and support for executive assistants company-wide. This position works from Magnolia Headquarters in Waco, Texas, reports directly to the President, and has supervisory responsibilities. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings, and accompany supervisor when requested*  
• Schedule and plan efficiently for the President and Chief Financial Officer, including managing calendars, meetings, and travel logistics, ensuring alignment with organizational priorities*  
• Partner, support, and develop executive assistants across the organization to ensure efficient communication protocols are in place and being properly utilized while maintaining alignment across divisions 
• Orchestrate and organize professional development opportunities for executive assistants 
• Arrange programs, events, or conferences by arranging for facilities and catering, issuing information or invitations, coordinating speakers, and controlling event budget* 
• Create presentations and decks for meetings and company initiatives in PowerPoint and Google Docs 
• Maintain discretion with confidential information, ensuring a high level of professionalism in all tasks 
• Track, analyze, and organize data using Excel, ensuring accurate reporting and effective budget management 
• Manage and organize shared drives to streamline collaboration and data accessibility 
• Serve as a primary liaison between Magnolia and the President’s office, ensuring a positive experience with smooth communication and collaboration* 
• Organize and coordinate internal and external travel arrangements, including itineraries and logistics, for the President and designated teams 
• Draft and manage professional, timely correspondence on behalf of the President’s office 
• Apply problem-solving skills to address challenges efficiently and proactively 
• Lead and manage cross-functional projects, ensuring alignment with organizational goals and timelines 
• Prepare and organize materials for meetings, including agendas, presentations, and supporting documentation 
• Maintain meticulous tracking and reporting of expenses, ensuring compliance with organizational policies 
• Coordinate with internal and external stakeholders to deliver seamless event planning and execution 
• Understand, anticipate, and support the needs of the President 
• Perform other duties as assigned 

*Metrics evaluated on Performance Review 

 COMPETENCIES 

• Teamwork: Foster a team environment supporting diversity, equity, inclusion, and belonging. Build a team that exemplifies Magnolia cultural and operating values. Effectively evaluate team members' strengths and ensure members are operating in their strengths. Identify, communicate to, and train employees whose performance needs to improve. 
• Critical Thinking: Evaluate and address problems quickly, efficiently, and effectively. Have an analytical and unbiased approach. Understand financial metrics, budgeting, and resource allocation to make decisions. 
• Expertise: Maintain a thorough understanding of your area and each role in it to ensure all work is completed accurately and on time. Stay current on trends and advances in your field.  Foster employees' abilities to become experts by connecting them with the resources and training needed. 
• Communication: Actively engage in listening to teammates and guests and be open to feedback from guests, peers, and management. Interact with various stakeholders including executives and external stakeholders and utilize strong written and verbal communication skills to clearly, concisely, and accurately, convey ideas, expectations, and feedback. 
• Guest Focus: Establish and uphold a culture of exceptional guest engagement and service, setting a standard through exemplary leadership. 
• Strategy and Goal Setting: Approach change with positivity and curiosity, leading through ambiguity. Break down team goals into daily or weekly goals, establish metrics, and communicate what actions employees must take to contribute to achieving these goals. 
• Hard skills: Proficiency in Microsoft Office Suite required. 

 ELIGIBILITY QUALIFICATIONS  

• Bachelor's degree from a 4-year college or university preferred 
• 5+ years of related work experience OR an equivalent combination of education and experience preferred 
• 3+ years of managerial experience preferred 
• Must be available to work occasional evenings, weekends, special events, and holidays as business needs require 

PHYSICAL DEMANDS 

While performing the duties of this job, the employee is regularly required to sit; use hands and arms to reach, handle, feel; utilize fine motor dexterity of fingers; talk or hear and taste or smell. The employee is frequently required to stand and walk. The employee is frequently required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK ENVIRONMENT 

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. 

ACKNOWLEDGEMENTS  

Magnolia is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. 

This job description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description at any time.