Executive Assistant, Office Manager

Executive Assistant/ Office Manager

The Executive Assistant is a highly organized, service-oriented professional who provides high-level administrative and operational support to senior leadership and strategic team members. This role plays a critical part in maintaining efficient front-desk operations while enabling executives to remain focused, prepared, and productive.

This position requires exceptional organizational judgment, attention to detail, discretion, and the ability to manage a broad range of administrative, office, and project-based responsibilities while consistently presenting a professional and polished image.

Key Responsibilities

Executive & Leadership Support

• Manage complex calendars, schedules, and meeting logistics for multiple senior leaders
• Prepare leaders for meetings by coordinating agendas, materials, and supporting documentation
• Draft, organize, and oversee professional correspondence and communications
• Maintain orderly digital and physical filing systems
• Handle sensitive and confidential information with professionalism and discretion

Meetings & Coordination

• Coordinate internal and external meetings, including room scheduling and technology setup
• Document meeting notes, distribute minutes, and track action items
• Support alignment and follow-through on strategic initiatives and deliverables

Travel & Expense Management

• Coordinate domestic and international travel arrangements
• Manage expense reporting through systems such as Concur or Ramp
• Partner with accounting or accounts payable teams to ensure timely and accurate processing

Front Desk & Office Operations

• Serve as the first point of contact for visitors, incoming calls, and guests
• Maintain front desk coverage and uphold a professional office atmosphere
• Manage conference rooms, visitor logs, and badge access
• Oversee office supplies, vendors, and general workplace organization

Events & Culture Support

• Assist in planning internal meetings, team events, and employee engagement activities
• Support recognition programs, internal communications, and culture initiatives
• Help coordinate leadership meetings and customer-facing events

Operational & Project Support

• Assist with cross-functional projects, research, and ad hoc initiatives
• Support administrative components of strategic programs
• Maintain standard operating procedures, process documentation, and digital boards
• Provide overflow administrative support to departments such as HR, Accounting, or Operations

General Administrative Functions

• Manage mail, shipments, courier services, and document processing
• Order meals, office supplies, and coordinate office services
• Support scanning, filing, and record maintenance
• Perform additional duties as needed to support leadership and business operations

Required Skills & Qualifications

• 5+ years of experience supporting senior leaders or executive teams
• Strong organizational, prioritization, and time-management skills
• Exceptional attention to detail and accuracy
• Professional written and verbal communication skills
• Proven discretion in handling confidential information
• Ability to manage multiple priorities in a fast-paced environment
• Proactive, resourceful, and solution-oriented approach
• Comfortable working independently and cross-functionally

Technical Skills

• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook
• Experience with expense management systems (e.g., Concur, Ramp)
• Familiarity with ERP, CRM, and document management platforms
• Ability to quickly learn and adapt to new tools and systems

Core Competencies

• Professional presence and executive support capabilities
• Organizational excellence and time management
• Confidentiality and sound judgment
• Stakeholder communication and coordination
• Problem-solving and initiative
• Adaptability and composure under pressure
• Collaboration and cross-functional support

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.