Office Manager-Fairfield, CT

Corporate Office Manager / Executive Assistant

The Corporate Office Manager / Executive Assistant will split time between high-touch, high-discretion support for Senior Leadership Team ("SLT") and broader responsibility for the smooth day-to-day operation of the corporate office. This person will be the central point of contact for scheduling, logistics, vendor relationships, and workplace experience.

Executive Assistant Responsibilities

Calendar & Scheduling

• Manage and prioritize calendars across SLT, resolving conflicts and protecting focus time
• Schedule internal and external meetings, coordinating across multiple time zones and stakeholders
• Anticipate scheduling needs proactively rather than reactively

Travel & Logistics

• Book travel (flights, hotels, ground transportation) and build detailed itineraries
• Handle travel changes and disruptions in real time

Meeting Support

• Prepare agendas, materials, and pre-reads for executive meetings
• Attend select meetings to capture notes and track follow-up action items
• Coordinate logistics for SLT meetings, offsite meetings, as needed

Communications & Correspondence

• Draft correspondence, presentations, and reports on executives' behalf including supporting business-related social media accounts
• Serve as a professional gatekeeper and liaison to internal and external stakeholders

Financial Administration

• Process expense reports and reimbursements for SLT

Confidentiality

• Exercise sound judgment and discretion when handling sensitive business, financial, or strategic information

Office Management Responsibilities

Workplace & Space Management

• Manage seating charts and space planning as headcount changes
• Oversee conference room booking and usage etiquette
• Coordinate desk/equipment setup, including ergonomic requests with IT and administer badge access
• Manage overall office etiquette including office presentation, attendance and dress code

Facilities & Vendor Management

• Manage vendor relationships and contracts (cleaning, IT support, security, food service, supplies)
• Negotiate vendor contracts and renewals
• Troubleshoot day-to-day facilities issues (HVAC, equipment, building management)
• Coordinate with building management as needed

Office Operations & Budget

• Own and report on the office operations budget
• Approve and track office-related spend and cost efficiencies
• Manage supply inventory and ordering

All-Staff Support

• Serve as the go-to point of contact for staff on office-related issues
• Coordinate company-wide communications on office matters (closures, changes, updates)
• Maintain the office calendar of events, holidays, and celebrations
• Manage kitchen/pantry stocking and any food & beverage program

Health & Safety

• Maintain compliance with basic workplace safety practices (fire drills, first aid kits, and emergency procedures)

Culture & Events

• Assist HR in planning and executing company events, happy hours, community service / charitable events, and team-building activities

Qualifications and Skills

Education and Experience

• Bachelor's Degree is preferred
• 3-5+ years of experience as an executive assistant and/or office manager, ideally supporting multiple stakeholders
• Experience managing an office or workplace environment of comparable size
• Vendor negotiation and budget management experience preferred

Knowledge, Skills and Abilities

• Strong proficiency in Microsoft Office, calendar tools, and expense platforms
• Excellent judgment and discretion handling confidential information
• Ability to prioritize competing demands from multiple executives while managing broader office needs
• Strong written and verbal communication skills
• Ability to successfully handle many diverse projects simultaneously

Working Conditions

Requires presence in office

Benefits

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.