Executive Assistant Office Manager

Job Description

Our client, a leading professional services firm, is seeking a highly proactive Executive Assistant/Office Manager to support a fast-paced, high-performing team. This is a highly visible role for someone who thrives in a sophisticated environment, enjoys being the go-to person, and takes pride in anticipating needs before they arise. From executive and board meeting coordination to travel, office operations, and client-facing support, you’ll play an important role in keeping the team organized, prepared, and operating seamlessly.

Responsibilities

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• Manage a dynamic, ever-changing calendar, including frequent last-minute scheduling adjustments and shifting priorities.
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• Coordinate board meetings, partnering closely with executives and their EAs to align calendars, priorities, and logistics across multiple stakeholders.
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• Coordinate domestic and international travel arrangements, including air and ground transportation, hotel accommodations, and dining reservations.
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• Provide administrative and operational support to team members, including expense reporting and other day-to-day needs.
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• Schedule and coordinate meetings, conferences, special events, and other team activities.
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• Serve as the primary point of contact with building management for day-to-day facility needs, including access, HVAC, security, and common-area issues.
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• Coordinate with third-party vendors and service providers to schedule repairs, track maintenance, and ensure timely resolution of facility needs.
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• Monitor office supply inventory and proactively manage purchasing and vendor relationships to support smooth office operations and stay within budget.
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• Manage conference room calendars and reservations, ensuring meeting spaces are organized, properly equipped, and client-ready.
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• Coordinate catering, team meals, and food and beverage needs for meetings and office events.
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• Support new employee onboarding by preparing workstations, coordinating building access, and providing office orientation.
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• Maintain office equipment inventory and coordinate repairs, maintenance, and replacements as needed.
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• Track and reconcile office-related expenses and invoices, including supply purchases and vendor payments.
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• Receive, sort, and distribute incoming mail and packages, ensuring time-sensitive deliveries are promptly routed to the appropriate recipient.
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• Maintain timely, accurate, and organized information flow across the office.
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Ideal Experience

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• Bachelor’s degree preferred.
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• 2–4 years of administrative experience supporting a manager, executive, or senior-level professional.
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• Polished and professional presence with the ability to confidently interact with high-profile clients and external contacts.
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• Proven ability to take ownership of projects and responsibilities with minimal direction.
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• Comfortable working in an entrepreneurial, fast-paced, and dynamic environment.
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• Proactive, self-motivated team player who can work effectively both independently and collaboratively.
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• Exceptional attention to detail with strong organizational skills and the ability to prioritize and manage multiple competing priorities.
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• Excellent written and verbal communication skills.
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• Proficiency with Microsoft Office Suite, Google Workspace, and other relevant business technologies.
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#118089

Larko is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.