Executive Office Manager

Executive Office ManagerLOCATION: Huntsville, AL (onsite)JOB STATUS: Full-time, Non-ExemptCLEARANCE: N/ATRAVEL: NoneAstrion 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 / SKILLSAbility 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 / SKILLSStrong judgment and ability to manage highly sensitive or confidential information with professionalism and integrityExperience 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 onceRESPONSIBILITIESMeeting & Event CoordinationCoordinate leadership meetings, company events, conferences, and employee functionsManage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams supportPrepare meeting agendas, materials, and follow-up documentation as neededProvide support for classified meetings and maintain working knowledge of applicable procedures and systemsAssist with company-sponsored events and organizational activities in partnership with internal teamsEmployee, Visitor & Vendor SupportServe as the primary point of contact for employees, visitors, and vendors within the facilityGreet visitors, maintain visitor hospitality standards, and provide sign-in assistanceManage visitor control processes, including pre-registration systems, badging protocols, and visitor access proceduresSupport employee onboarding by coordinating office setup, supplies, badges, and workspace orientationCoordinate employee recognition and care initiatives, including floral arrangements for bereavement, surgeries, and new babiesCreate and distribute informational announcements, office communications, and event flyersOffice Operations & Facility CoordinationMaintain an organized, professional, and fully operational office environmentAnswer and direct incoming phone calls to appropriate personnelOversee office, kitchen, and supply inventory to ensure adequate stock levels and workplace readinessCoordinate mail distribution, shipping, postage, and package handling for FedEx, UPS, and USPSMaintain office signage, nameplates, décor, and seasonal office decorationsSupport office relocations, workspace changes, vendor coordination, and donation logisticsEnsure conference rooms, common areas, and supply spaces remain clean, organized, and functionalSecurity & Access ManagementCoordinate employee badge distribution and collection in partnership with security personnelMaintain access fob and master key inventory records and ensure adherence to security protocolsAssist employees with office access and workspace assignments as neededFinancial & Expense SupportAssist employee's preparation and submissionMaintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expensesSupport administrative budget tracking and financial recordkeeping processes