Administrative Assistant

Executive Administrative Assistant & Office Manager

The Executive Administrative Assistant & Office Manager provides high-level administrative support to Mauser's President/Chief Executive Officer while overseeing daily office operations. This dual-role position ensures efficient executive support, seamless office management, and effective coordination across teams. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage complex executive calendars, including scheduling meetings, appointments, and travel
• Coordinate leadership meetings and cross-functional updates
• Prepare presentations, reports, dashboards, and executive briefings
• Screen and prioritize communications; draft correspondence on behalf of the President/Chief Executive Officer

Cross-Functional Coordination

• Serve as a liaison between the President/Chief Executive Officer and internal/external stakeholders
• Coordinate meetings and ensure alignment across teams
• Track action items from leadership meetings and ensure timely follow-ups
• Arrange domestic and international travel, including accommodations and itineraries
• Develop detailed travel schedules and manage last-minute changes
• Support strategic initiatives and special projects
• Plan and coordinate meetings, events, and leadership offsites
• Manage logistics, materials, and communications for executive-level engagements

Travel & Logistics

Project & Event Management

Office Management Responsibilities

Office Operations

• Oversee daily office operations to maintain a professional and efficient workplace
• Manage office supplies, equipment, and vendor relationships (e.g., facilities, cleaning, maintenance)
• Coordinate office layout, and space planning
• Ensure adherence to company policies, safety standards, and administrative procedures

Facilities & Vendor Management

• Act as the primary point of contact for building management and service providers
• Coordinate repairs, maintenance, and office improvements
• Manage service contracts and monitor vendor performance
• Serve as a point of contact for general office-related requests and support

Financial & Administrative Oversight

• Manage office budgets, expenses, purchase orders, and invoice processing
• Track and reconcile office-related expenditures
• Maintain organized records and documentation

Requirements:

Required

• 5+ years of experience supporting senior or C-suite executives and managing office operations
• Bachelor's degree a plus
• Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams). Familiarity with non-Microsoft systems such as Basware, Concur, Diligent Boards a plus
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication abilities
• Experience managing vendors, facilities, or office budgets
• Spanish or German as second language a plus

Key Competencies

• Executive Support Excellence – Anticipates needs and supports leadership effectively
• Office & Facilities Management – Maintains efficient daily operations
• Confidentiality & Integrity – Handles sensitive information with discretion
• Attention to Detail – Ensures accuracy in all deliverables
• Proactive Problem-Solving – Identifies issues and implements solutions
• Collaboration – Builds strong relationships across teams

Work Environment

• Onsite
• Flexibility to support executive schedules

The salary range for this role is $90,000 - $120,000/year. Exact salary offered will depend on candidate's experience, work location, skills, etc.

Mauser Packaging Solutions offers a comprehensive benefits package, including medical, dental, paid time off, and other competitive benefits.