Executive Assistant

Onbe, a fast-growing FinTech, bringing innovation to a rapidly growing global marketplace, stands for "on behalf." Because that's exactly how we work: on behalf of our clients, as their comprehensive payments partner. We transform the way payments are imagined - as an opportunity for innovation, a source of insight to customers, and a way to connect with partners around the globe!

Summary: We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Office Manager to provide comprehensive executive support to four C-suite executives while overseeing all daily office operations at our Dallas, Texas location. The ideal candidate brings a proven track record in both high-level executive assistance and hands-on office management - someone who can seamlessly shift between supporting a leadership team and ensuring the office runs efficiently, professionally, and welcomingly. This role requires exceptional communication skills, sound judgment, the ability to anticipate executive needs, and the operational expertise to manage vendors, facilities, budgets, and workplace logistics from day to day.

This role is a hybrid role that will work onsite 2 days per week at our Plano, TX office location. Occasional travel may be required as part of this role.

Responsibilities

Executive Support

• Manage complex calendars, scheduling meetings, and coordinating domestic and international travel arrangements for four C-suite executives.
• Prepare and organize documents, reports, and presentations for executive meetings and leadership reviews.
• Serve as a liaison between executives and internal/external stakeholders, representing the office with professionalism and discretion.
• Handle confidential information with the highest level of discretion and professionalism.
• Screen and manage incoming emails, calls, and correspondence on behalf of executives.
• Assist in planning and coordinating company events, leadership meetings, and off-site activities.
• Prepare expense reports, manage purchase orders, and track reimbursements for executives.
• Manage special projects and take initiative in anticipating executive needs and problem-solving.

Office Management

• Serve as the primary point of contact for all office-related needs at the Dallas location, acting as the on-site resource for employees, visitors, and building management.
• Maintain a welcoming, organized, and productive office environment that reflects the company's culture and standards.
• Manage office vendor relationships, negotiate service agreements, and oversee vendor performance for janitorial, security, maintenance, and other building services.
• Maintain office supply inventory, monitor stock levels, and coordinate timely procurement to ensure uninterrupted daily operations.
• Coordinate facilities requests and serve as the primary liaison with building management on maintenance issues, repairs, HVAC, and space planning.
• Oversee new hire onboarding logistics, including workspace setup, equipment provisioning, access badge issuance, and first-day orientation coordination.
• Manage the office budget, track expenditures, and process purchase orders to ensure costs remain within approved thresholds.
• Coordinate food, beverage, and catering arrangements for in-office meetings, working lunches, and executive events.
• Identify opportunities to improve office workflows, processes, and the overall employee experience.

Qualifications

• 5+ years of experience in an Executive Assistant, Office Manager, or combined EA/Office Manager role.
• Demonstrated experience managing office operations, including vendor management, facilities coordination, and supply chain oversight.
• Proven ability to manage office budgets, process purchase orders, and track expenditures against approved thresholds.
• Experience coordinating new hire onboarding logistics, including workspace preparation, equipment, and access provisioning.
• Strong organizational and time management skills with the ability to prioritize and manage multiple competing tasks.
• Excellent written and verbal communication skills with a professional and polished presence.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant workplace productivity software.
• High level of discretion and professionalism in handling confidential information.
• Ability to work independently, exercise sound judgment, and operate proactively with minimal direction.
• Experience supporting multiple C-suite executives simultaneously is strongly preferred.
• Must be willing to travel up to 10% for events and meetings.

The base salary range for this position is between $71,000 to $85,000 with eligibility for an annual bonus. The actual base salary offered depends on a variety of factors, including but not limited to the qualifications of the individual applicant for the position, years of relevant experience, specific and unique skills, level of education attained, certifications or other professional licenses held, business needs, and market demand. Our competitive benefits includes medical, dental, vision, wellness, 401(k) matching, unlimited PTO, work from anywhere, generous parental leave, and more! Our job titles may span more than one career level. All candidates are encouraged to apply.

At Onbe, a diverse group of people, ideas, and perspectives are key to achieving phenomenal things. For over 25 years, our focus has remained on building a culture of openness and ingenuity, where employees come together to innovate and build disbursement solutions that make the lives of our clients and their consumers and workforces easier and better. Our definition of success includes celebrating differences and affirming belonging. To that end, we ask employees to come to Onbe as they are and contribute their diverse perspectives, identities, and experiences.

We believe that the recruiting phase is only the very beginning of diversity and inclusion. At Onbe, we're constantly evolving the way we celebrate diversity every day and in everything we do. With several internal committees that are dedicated to mental and physical wellness, diversity, inclusion, and community outreach, we are committed to making a culture that is inclusive to all.

Onbe is proud to be an equal opportunity employer. We seek out ways to create a mindful workforce that embraces diversity and celebrates a culture of inclusion. We do not discriminate against employees or job applicants on the basis of race, color, ancestry, national origin, sex (including pregnancy), gender identity, sexual orientation, marital or family status, religion, age, disability, genetic information or military service. Our equal opportunity policy applies to all decisions of employment including hiring, placement, promotion or advancement, termination, layoff, recall, transfer, compensation, training and leaves of absence