Executive Office Manager

Executive Office Manager

LOCATION: Huntsville, AL (onsite)

JOB STATUS: Full-time, Non-Exempt

CLEARANCE: N/A

TRAVEL: None

Astrion has an exciting opportunity for an Executive Office Manager to support our Huntsville, AL office. The Office Manager is responsible for overseeing daily office operations and ensuring an efficient, organized, and professional work environment. This role serves as a key point of contact for employees, visitors, and vendors while coordinating office services, facilities, supplies, and administrative processes. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

REQUIRED QUALIFICATIONS / SKILLS

• Ability to manage multiple priorities, coordinate cross department initiatives and maintain efficient executive office operations.
• Excellent written and verbal communication skills with the ability to interact professionally with senior leadership and government partners.
• Proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams.

PREFERRED QUALIFICATIONS / SKILLS

• Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity
• Experience coordinating corporate events, calendar scheduling and making progressions with self-independent decisions.
• Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence.
• Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once

RESPONSIBILITIES

Meeting & Event Coordination

• Coordinate leadership meetings, company events, conferences, and employee functions
• Manage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams support
• Prepare meeting agendas, materials, and follow-up documentation as needed
• Provide support for classified meetings and maintain working knowledge of applicable procedures and systems
• Assist with company-sponsored events and organizational activities in partnership with internal teams

Employee, Visitor & Vendor Support

• Serve as the primary point of contact for employees, visitors, and vendors within the facility
• Greet visitors, maintain visitor hospitality standards, and provide sign-in assistance
• Manage visitor control processes, including pre-registration systems, badging protocols, and visitor access procedures
• Support employee onboarding by coordinating office setup, supplies, badges, and workspace orientation
• Coordinate employee recognition and care initiatives, including floral arrangements for bereavement, surgeries, and new babies
• Create and distribute informational announcements, office communications, and event flyers

Office Operations & Facility Coordination

• Maintain an organized, professional, and fully operational office environment
• Answer and direct incoming phone calls to appropriate personnel
• Oversee office, kitchen, and supply inventory to ensure adequate stock levels and workplace readiness
• Coordinate mail distribution, shipping, postage, and package handling for FedEx, UPS, and USPS
• Maintain office signage, nameplates, dcor, and seasonal office decorations
• Support office relocations, workspace changes, vendor coordination, and donation logistics
• Ensure conference rooms, common areas, and supply spaces remain clean, organized, and functional

Security & Access Management

• Coordinate employee badge distribution and collection in partnership with security personnel
• Maintain access fob and master key inventory records and ensure adherence to security protocols
• Assist employees with office access and workspace assignments as needed

Financial & Expense Support

• Assist employee's preparation and submission
• Maintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expenses
• Support administrative budget tracking and financial recordkeeping processes