Job Summary The Executive Assistant & Office Manager provides high-level administrative and operational support to assigned senior executives while overseeing the efficient day-to-day operation of the corporate headquarters. This role serves as a trusted partner to executive leadership by managing schedules, communications, travel, meetings, projects, office services, facilities coordination, vendors, and workplace operations.
Essential Functions Executive Support
- Manage complex executive calendars, coordinate internal and external meetings, prioritize competing requests, and resolve scheduling conflicts.
- Anticipate upcoming commitments, preparation needs, deadlines, and potential conflicts.
- Coordinate meeting logistics, including participants, meeting space, technology, catering, materials, and guest arrangements.
- Prepare, edit, proofread, and organize agendas, presentations, briefing materials, correspondence, reports, and other executive documents.
- Attend meetings as requested to capture notes, decisions, action items, and follow-up requirements.
- Arrange travel, prepare detailed itineraries, address travel disruptions, and process expense reports accurately and timely.
- Manage executive communications and inboxes as assigned, including prioritizing messages and responding on behalf of executives when authorized.
- Serve as a professional point of contact for employees, clients, business partners, and other stakeholders seeking access to assigned executives.
- Maintain confidential executive records, files, contacts, and information with the highest level of discretion.
- Exercise independent judgment in determining when matters should be escalated to executive leadership and when they can be resolved independently.
Project & Administrative Support
- Support executive-led initiatives, strategic priorities, and special projects through coordination, project tracking, and follow-up on action items and deliverables.
- Coordinate executive recognition, hospitality, events, and relationship-building activities.
- Assist with preparation and distribution of executive communications and organizational announcements.
- Monitor project timelines and proactively identify potential delays, risks, or resource needs.
- Provide responsive administrative support for evolving priorities and day-to-day executive needs.
- Support board, leadership, and committee meetings as assigned.
Team Management & Oversight
- Provide day-to-day management and oversight for reception staff, including scheduling, attendance management, paid time off approval, workload coordination, coaching, and development.
- Establish performance expectations, support goal setting, conduct performance discussions, and address performance concerns in partnership with Human Resources as needed.
- Ensure consistent front-desk coverage and professional experience for employees, clients, visitors, and business partners.
- Train, mentor, and support reception staff to promote operational excellence, service quality, and continuous improvement.
Office Operations & Vendor Management
- Oversee daily office operations and workplace services to maintain a professional, organized, and efficient work environment.
- Manage office supplies, workplace resources, mail and courier services, and related administrative processes.
- Coordinate support and oversight for additional locations or remote office needs as assigned.
- Review and process office-related invoices and expenses in accordance with established approval procedures.
- Maintain vendor relationships and serve as a primary point of contact for service providers, building management, and contractors.
- Negotiate service arrangements and coordinate vendor performance reviews when appropriate.
- Monitor office operating expenses and identify opportunities to improve efficiency and reduce costs.
- Provide operational coverage and support to maintain continuity of office services and communications.
Facilities and Workplace Management
- Coordinate routine maintenance, repairs, cleaning services, equipment servicing, and workplace improvements.
- Respond to facility-related concerns and ensure timely resolution through appropriate internal or external resources.
- Ensure common areas, office equipment, furnishings, and workplace amenities are maintained in a professional and functional condition.
- Support office moves, expansions, renovations, closures, and workspace reconfigurations, including but not limited to furniture procurement, setup, and occupancy coordination.
- Coordinate furniture procurement, installation, and workspace setup.
- Manage workspace reservations and office setup requirements for employees, visitors, contractors, and temporary staff.
- Partner with internal departments to support workplace experience initiatives that foster employee engagement and productivity.
Safety, Security, & Records Management
- Administer office access and security processes, including activation and deactivation of building credentials.
- Coordinate workplace safety equipment, inspections, emergency preparedness activities, and related service requirements.
- Maintain emergency contact information, evacuation procedures, and workplace safety documentation.
- Oversee records storage, document retention, secure document destruction, and related records management services in accordance with company policies.
- Support compliance with applicable workplace safety, security, and operational standards.
- Additional job duties as assigned.
Minimum Education/Abilities/Skills - Associate's degree required; Bachelor's degree preferred.
- Minimum of 5 years of progressively responsible executive support experience required.
- Prior experience supporting senior executives, C-suite leaders, or company owners strongly preferred.
- Previous office management, facilities coordination, workplace operations, or vendor management experience preferred.
- Experience coordinating executive travel, meetings, and special projects.
- Exceptional organizational, prioritization, and time management skills.
- Strong written and verbal communication skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Demonstrated ability to exercise sound judgment and make decisions independently.
- Strong interpersonal skills with the ability to interact professionally across all levels of the organization.
- Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Strong project coordination and follow-through skills.
- Ability to manage multiple priorities and adapt quickly to changing business needs.
- Customer-service mindset with a proactive and solutions-oriented approach.
- Ability to work independently with minimal supervision while maintaining a high level of accuracy and attention to detail.
CompensationThe base salary range for this position is $80,000 to $100,000 annually. Individual compensation will be determined based on a variety of factors including relevant experience, skills, education, and internal equity.
