Posting Description
Summary: The Executive Assistant/Office Manager provides high-level administrative, operational, and logistical support to leadership and office operations. This role is responsible for ensuring efficient day-to-day office functionality, supporting compliance and financial processes, and facilitating effective leadership coordination. The position plays a key role in maintaining a well-organized, compliant, and engaging workplace environment by managing vendor relationships, overseeing facilities and office services, and contributing to employee experience initiatives. The Executive Assistant/Office Manager serves as a trusted resource and central point of coordination across operational and administrative functions.
Essential Duties and Responsibilities: - Provide comprehensive administrative and operational support across office functions, leadership coordination, and employee experience initiatives.
- Oversee mail operations, including distribution, shipment coordination, and check logging with accurate documentation and compliance adherence.
- Coordinate I-9 employment verification processes for new hires in partnership with HR to ensure regulatory compliance.
- Manage office operations, including procurement, inventory control, vendor relationships, and supply oversight (e.g., office, kitchen, and printing services).
- Support facilities and security management, including building access, parking coordination, and liaison with property management and IT contacts.
- Lead planning and execution of leadership meetings, including calendar management, scheduling, logistics, communications, and materials preparation.
- Provide financial administration support, including expense processing, receipt reconciliation, and corporate card management in alignment with company policy.
- Coordinate employee engagement initiatives such as committee participation, celebrations, and recognition programs.
- Serve as a primary point of contact for office support needs, including troubleshooting, front desk coverage, and general administrative assistance.
Knowledge, Skills, and/or Abilities: - Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
- High attention to detail with a focus on accuracy, compliance, and documentation.
- Ability to handle sensitive information with professionalism, discretion, and confidentiality.
- Effective communication and interpersonal skills; able to coordinate across teams, vendors, and leadership.
- Proficiency in office administration systems and tools (e.g., expense management systems, inventory tracking, Microsoft Office/Teams).
- Problem-solving skills with the ability to troubleshoot operational and logistical issues independently.
- Demonstrated ability to manage vendor relationships and coordinate cross-functional operations.
Education and/or Experience: - Bachelor's degree in Business Administration, Human Resources, or a related field preferred; or equivalent combination of education and relevant experience.
- 3-5+ years of administrative, operations, or office management experience, preferably supporting leadership teams.
Certificates, Licenses, Registration: What We Offer:We're proud to offer a competitive salary, PTO & paid holidays, 401(k) with match, exclusive discount programs, health & wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $64,000 to $98,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives.
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