Job DescriptionSummary: The Executive Administrative Assistant & Office Manager provides high-level administrative support to Mauser's President/Chief Executive Officer while overseeing daily office operations. This dual-role position ensures efficient executive support, seamless office management, and effective coordination across teams. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment.
Key ResponsibilitiesExecutive Support- Manage complex executive calendars, including scheduling meetings, appointments, and travel
- Coordinate leadership meetings and cross-functional updates
- Prepare presentations, reports, dashboards, and executive briefings
- Screen and prioritize communications; draft correspondence on behalf of the President/Chief Executive Officer
Cross-Functional Coordination- Serve as a liaison between the President/Chief Executive Officer and internal/external stakeholders
- Coordinate meetings and ensure alignment across teams
- Track action items from leadership meetings and ensure timely follow-ups
- Arrange domestic and international travel, including accommodations and itineraries
- Develop detailed travel schedules and manage last-minute changes
- Support strategic initiatives and special projects
- Plan and coordinate meetings, events, and leadership offsites
- Manage logistics, materials, and communications for executive-level engagements
Travel & LogisticsProject & Event ManagementOffice Management ResponsibilitiesOffice Operations- Oversee daily office operations to maintain a professional and efficient workplace
- Manage office supplies, equipment, and vendor relationships (e.g., facilities, cleaning, maintenance)
- Coordinate office layout, and space planning
- Ensure adherence to company policies, safety standards, and administrative procedures
Facilities & Vendor Management- Act as the primary point of contact for building management and service providers
- Coordinate repairs, maintenance, and office improvements
- Manage service contracts and monitor vendor performance
- Serve as a point of contact for general office-related requests and support
Financial & Administrative Oversight- Manage office budgets, expenses, purchase orders, and invoice processing
- Track and reconcile office-related expenditures
- Maintain organized records and documentation
Requirements: Required- 5+ years of experience supporting senior or C-suite executives and managing office operations
- Bachelor's degree a plus
- Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams). Familiarity with non-Microsoft systems such as Basware, Concur, Diligent Boards a plus
- Strong organizational, multitasking, and time management skills
- Excellent written and verbal communication abilities
- Experience managing vendors, facilities, or office budgets
- Spanish or German as second language a plus
Key Competencies- Executive Support Excellence - Anticipates needs and supports leadership effectively
- Office & Facilities Management - Maintains efficient daily operations
- Confidentiality & Integrity - Handles sensitive information with discretion
- Attention to Detail - Ensures accuracy in all deliverables
- Proactive Problem-Solving - Identifies issues and implements solutions
- Collaboration - Builds strong relationships across teams
Work Environment- Onsite
- Flexibility to support executive schedules
The salary range for this role is $90,000 - $120,000/year. Exact salary offered will depend on candidate's experience, work location, skills, etc.
Mauser Packaging Solutions offers a comprehensive benefits package, including medical, dental, paid time off, and other competitive benefits.
