Executive Office Manager

Job Description

Job Description

Overview

Executive Office Manager

LOCATION: Huntsville, AL (onsite)

JOB STATUS: Full-time

CLEARANCE: N/A

TRAVEL: None

Astrion has an exciting opportunity for an Executive Office Manager for our Huntsville, AL office. The Executive Office Manager provides high-level administrative and operational support to executive leadership while ensuring efficient day-to-day office operations. This role manages executive scheduling, meetings, travel, communication, and office coordination while serving as a key point of contact for employees, visitors, and vendors.

The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

REQUIRED QUALIFICATIONS / SKILLS

• Demonstrate experience managing executive calendars, coordinating high-level meetings, preparing executive briefings, and handling confidential communications
• 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.
• Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity
• Advanced proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams.
• 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

PREFERRED QUALIFICATIONS / SKILLS

• Demonstrated proficiency with management of tactical and strategic communications, marketing, and development of work products
• Project Management knowledge is a prerequisite for this role
• Exceptional customer relationship management highly desirable

RESPONSIBILITIES

Executive Support

• Provide advanced administrative and business support to executive leadership
• Manage complex and dynamic executive calendars, meetings, appointments, and scheduling priorities
• Coordinate domestic and international travel arrangements, itineraries, agendas, expense reports, and check requests
• Prepare correspondence, presentations, reports, spreadsheets, memoranda, and confidential documents
• Support executives with data analysis, operational reporting, and project coordination
• Serve as a liaison between executives and internal/external stakeholders while maintaining professionalism and confidentiality
• Track priorities, deadlines, and follow-up items to ensure timely completion of tasks and initiatives
• Handle all expense reports and submissions

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, décor, 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