Senior Office Manager, Human Resources

    • Rockville, MD

Reporting to the Chief Human Resources Officer, the Senior Office Manager is responsible for performing administrative and operational support services for the office. This includes handling confidential information such as personnel, compensation, financial and contract documents and records as well as managing facility issues. Responsible for supporting a large office multi-tasking and meeting urgent deadlines with minimal supervision.

Essential Job Functions:

  • Has full ownership of one or more department projects/functional responsibilities, which includes the planning, execution of the process, management of project staff and accountability for the outcome. The scope of one or more projects or responsibilities will reach beyond the department and impact the organization as a whole or on a larger scale.
  • Manages the contracting and procurement activities of equipment, supplies, and services for the department.
  • Provides confidential administrative and secretarial support to department executives. This will include managing calendars, scheduling appointments, organizing meetings, making travel arrangements; assuring documents, reports and correspondence are prepared in a timely manner; and preparing agendas, meeting notes, and minutes of meetings.
  • Acts as Delegate for Sr. Executive on the approvals of time sheets, expenses and travel which requires full knowledge of the various policies and the responsibility to identify issues and resolve them or bringing a problem to the Executives’ attention. Processes expense reports for the executives as needed and ensures reconciliation to credit card accounts and reimbursements.
  • Responsible for making recommendations for office improvements and managing resulting improvement work to facilities. Â Ensures all aspects of the facility are operational, clean and safe.
  • Ensures all newly hired, promoted, transferred staff members for the department are properly introduced into the department, their paperwork is completed and processed, and they are scheduled for new employee orientation. Makes sure office space is ready with the appropriate telecommunication and computer needs prior to new hire arrival. Provides an administrative orientation on how to use phones systems, log on to the network, obtain office supplies, making copies, touring the facility. Arrange for security badges, corporate credit cards, telephone calling cards, training and other needs of new hires.
  • Plans and manages all logistical aspects of all Hands meetings and other special department events.
  • Oversees the lease or purchase of office equipment and furniture, and the installation and/or removal of furniture and equipment.
  • Manages all office supply orders for the department and ensures the supplies are appropriate and available.
  • May coordinate other administrative staff schedules to identify opportunities to support each other during breaks, vacation or sick days to ensure coverage during normal business hours.
  • May consider development needs of other administrative staff and make recommendations to the department head.

Other Responsibilities:
  • Leads or participates in special projects, as requested.
  • Provides other related administrative support of sensitive and confidential nature.

Education/Experience Requirements:
  • High school diploma or equivalent and at least six (6) years of directly related experience as a secretary or administrative assistant is required.Â
  • Experience working in a human resources environment desirable.Â
  • A Bachelor’s degree may be substituted for four (4) years of experience.Â
  • Competence using a desktop computer with the full suite of office software applications including Excel and Word is required.Â
  • Knowledge of Workday is desired.

Working Conditions:
  • Work is normally performed in an office environment.Â
  • Occasional overnight travel is required.Â
  • Extended hours may be required.Â
  • Work environment includes high productivity expectations and tight deadlines.

To be considered for this position, please submit an application.

The information provided above has been designed to indicate the general nature and level of work of the position. It is not a comprehensive inventory of all duties, responsibilities and qualifications required.

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In addition to a competitive salary, comprehensive health and welfare benefits, and incentive compensation, FINRA offers immediate participation and vesting in a 401(k) plan with company match. You will also be eligible for participation in an additional FINRA-funded retirement contribution, our tuition reimbursement program and many other benefits. If you would like to contribute to our important mission and work collegially in a professional organization that values intelligence, integrity and initiative, consider a career with FINRA.

Important Information

FINRA’s Code of Conduct imposes restrictions on employees’ investments and requires financial disclosures that are uniquely related to our role as a securities regulator. FINRA employees are required to disclose to FINRA all brokerage accounts that they maintain, and those in which they control trading or have a financial interest (including any trust account of which they are a trustee or beneficiary and all accounts of a spouse, domestic partner or minor child who lives with the employee) and to authorize their broker-dealers to provide FINRA with duplicate statements for all of those accounts. All of those accounts are subject to the Code’s investment and securities account restrictions, and new employees must comply with those investment restrictionsâ€"including disposing of any security issued by a company on FINRA’s Prohibited Company List or obtaining a written waiver from their Executive Vice Presidentâ€"by the date they begin employment with FINRA. Employees may only maintain securities accounts that must be disclosed to FINRA at one or more securities firms that provide an electronic feed (e-feed) of data to FINRA, and must move securities accounts from other securities firms to a firm that provides an e-feed within three months of beginning employment.

You can read more about these restrictions here.

As standard practice, employees must also execute FINRA’s Employee Confidentiality and Invention Assignment Agreement without qualification or modification and comply with the company’s policy on nepotism.

Search Firm Representatives

Please be advised that FINRA is not seeking assistance or accepting unsolicited resumes from search firms for this employment opportunity. Regardless of past practice, a valid written agreement and task order must be in place before any resumes are submitted to FINRA. All resumes submitted by search firms to any employee at FINRA without a valid written agreement and task order in place will be deemed the sole property of FINRA and no fee will be paid in the event that person is hired by FINRA.

FINRA is an Equal Opportunity and Affirmative Action Employer

All qualified applicants will receive consideration for employment without regard to age, citizenship status, color, disability, marital status, national origin, race, religion, sex, sexual orientation, gender identity, veteran status or any other classification protected by federal state or local laws as appropriate, or upon the protected status of the person’s relatives, friends or associates.

FINRA abides by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.

FINRA abides by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified protected veterans.

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