Administrative & Operations Manager

CBIZ, Inc. (NYSE: CBZ) is a leading professional services advisor to middle-market businesses nationwide. With industry knowledge and expertise in accounting, tax, advisory, benefits, insurance, and technology, CBIZ delivers actionable insights to help clients anticipate what is next and discover new ways to accelerate growth. CBIZ has more than 9,500 team members across 23 major markets coast to coast.

CBIZ strives to be our team members' employer of choice by creating an environment where team members are appreciated, recognized for their contributions, and provided with opportunities to grow, both personally and professionally, throughout their careers.

Together, CBIZ and CBIZ CPAs are ranked as one of the top providers of accounting services in the United States. CBIZ CPAs is an independent CPA firm that provides audit, review and attest services, while CBIZ provides business consulting, tax and financial services. In certain jurisdictions, CBIZ CPAs operates under its previous name, Mayer Hoffman McCann P.C.

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The Administrative Services and Operations Manager is responsible for the seamless operation of the Boston office, providing comprehensive executive - level administrative support to senior executive leaders. This role ensures day-to-day operational efficiency, fosters a positive work environment, and supports high level organizational effectiveness, communication, and safety. The ideal candidate is highly organized, proactive, and thrives in a fast-paced, collaborative environment.

Essential Functions and Primary Duties

Executive Level Administrative Support

• Coordinate and delivery high quality executive administrative support to senior leaders of the Boston office including but not limited to – coordinate and managing office meetings, appointments, agenda preparation, meeting logistics and related needs.
• Manage complex calendars and scheduling for office and executive leaders, including coordination of meetings across multiple time zones and prioritization of requests.
• Prepare, edit, and format business documents, spreadsheets, presentations, including PowerPoint as well as other materials as required.
• Coordinate travel arrangements, prepare and process expense reports, and track reimbursements per firm policies,
• Handle all matters with discretion and confidentiality.

Office Operations Supervision

• Supervise administrative staff, including reception and mailroom personnel.
• Oversee day-to-day operational functions and administrative services, including facilities/office maintenance, mail distribution, supplies and equipment management and office logistics.
• Evaluate and recommend process improvements to enhance operational efficiency and service improvements.
• Analyze and advise management on office space capacity and utilization, support office initiatives, maintain internal trackers and implement improvements to administrative workflow, processes and tools.
• Manage vendor relationships  and service contracts, including performance.
• Contribute to a positive, collaborative, and solutions-oriented team culture.

Preferred Qualifications

• Minimum of 5 years’ administrative or executive assistant experience with increasing responsibility, preferably in a professional services or corporate environment; experience supporting public accounting professionals is a plus.
• High proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with expense and travel management systems is a plus.
• Strong organization, time management, multitasking, and prioritization skills.
• Ability to work effectively in a fast-paced, dynamic environment and adapt to shifting priorities; willingness to work extended hours when necessary.
• Proven ability to handle sensitive information exercising discretion with confidential information.
• Excellent verbal and written communication skills; including strong business and professional writing, editing, and proofreading capabilities.

 

This role requires on-site presence in our Boston, MA location 5 days a week.

Minimum Qualifications

• High School diploma or GED required 
• 2 years of management experience 
• Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally 
• Exceptional customer relations skills 
• Excellent interpersonal skills 
• Proven ability in negotiating solutions within an office environment 
• Experience in developing procedures resulting in attaining optimum business efficiencies 
• Proficient use of applicable technology