Executive Assistant/Office Manager

Executive Assistant

We are seeking a highly organized, service-driven executive assistant to provide high-level administrative support to senior leadership. This role is critical in ensuring seamless daily operations, enabling executives to remain focused, productive, and aligned on key priorities.

Responsibilities

• Manage complex calendars, scheduling, and meeting coordination across multiple leaders and stakeholders
• Prepare executives for meetings, including agendas, materials, and logistics
• Draft, manage, and coordinate professional correspondence and communications
• Maintain organized electronic and physical filing systems
• Handle confidential information with discretion and sound judgment
• Coordinate internal and external meetings, including logistics and technology setup
• Capture and distribute meeting minutes; track and follow up on action items
• Ensure alignment and timely follow-through on key initiatives and deliverables
• Coordinate domestic and international travel arrangements
• Manage expense reporting and ensure timely, accurate submission and processing
• Partner with accounting teams to support expense reconciliation and processing
• Serve as the first point of contact for visitors, clients, and incoming communications
• Maintain a professional, organized, and welcoming office environment
• Manage conference rooms, visitor access, and front desk operations
• Oversee office supplies, vendor relationships, and general workplace organization
• Plan and coordinate internal meetings, events, and employee engagement initiatives
• Support company culture programs, recognition efforts, and leadership events
• Assist with company-wide and client-facing events
• Provide support on cross-functional projects, research, and strategic initiatives
• Maintain SOPs, process documentation, and internal communication tools
• Provide administrative support to departments such as HR, Accounting, and Operations as needed
• Manage mail, shipments, and courier services
• Coordinate office services, meals, and supply orders
• Support document processing, scanning, and recordkeeping
• Perform additional administrative duties as needed to support leadership and business operations

Qualifications

• 5+ years of experience supporting senior executives or leadership teams
• Strong organizational, prioritization, and time management skills
• Exceptional attention to detail and accuracy
• Excellent written and verbal communication skills
• Proven ability to handle confidential information with discretion
• Ability to manage multiple priorities in a fast-paced environment
• Proactive, resourceful, and solution-oriented mindset
• Ability to work both independently and collaboratively
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Experience with expense management systems (e.g., Concur, Ramp)
• Familiarity with ERP, CRM, and document management systems
• Ability to quickly learn and adapt to new tools and technologies