Executive Assistant & Office Manager

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

• Associates degree required; Bachelors 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.

Compensation

The base salary range for this position is $80000 to $100000 annually. Individual compensation will be determined based on a variety of factors including relevant experience skills education and internal equity.

Required Experience:

IC