Executive Assistant & Office Manager

Executive Assistant & Office Manager

The Executive Assistant & Office Manager provides high-level administrative support to the executive leadership team while managing the day-to-day operations of the IMCD Holdings office. This role requires exceptional organizational skills, discretion, and attention to detail to coordinate executive schedules, travel, meetings, events, stakeholder visits, and office operations. The successful candidate will be a proactive, solutions-focused professional who thrives in a dynamic environment and excels at balancing multiple priorities while delivering outstanding service and operational excellence.

This position must report into the IMCD Miami Office, 5 days a week. Essential Job Functions include coordinating and managing complex calendars, meetings, conference calls, executive presentations, and domestic and international travel arrangements for executive leadership and visiting stakeholders. Act as a delegated approver within expense management and travel platforms, reviewing submissions, ensuring compliance with established guidelines, and resolving issues or requests for additional information on behalf of leadership. Partner closely with executives to manage priorities, organize deliverables, track deadlines, and monitor action items, ensuring commitments are completed accurately and on time. Proactively identify potential challenges and provide solutions to keep initiatives moving forward. Develop and prepare high-quality presentations, communications, reports, meeting materials, and business documents by gathering and synthesizing information from multiple sources while ensuring consistency with IMCD branding and messaging standards. Leverage technology and digital tools to enhance administrative efficiency, including creating reports, executing mail merges, managing document formatting, and utilizing business systems to support reporting and communication needs. Plan and coordinate team meetings, supplier and customer meetings/events, leadership events, and employee engagement activities, managing logistics, communications, vendor relationships, budgets, and onsite execution to deliver successful outcomes. Serve as the primary point of contact for office operations, ensuring a professional, efficient, and welcoming work environment. Responsibilities include but are not limited to visitor management/reception, ordering and managing office supplies and equipment, mail services, facility coordination, parking administration, vendor management, and general office support. Oversee office facilities and space management, acting as the key liaison for building management, maintenance providers, and service vendors. Ensure workplace functionality, cleanliness, safety, organization, and optimal space utilization. Partner with Human Resources and business leaders to coordinate new employee onboarding activities, including workspace preparation, scheduling, orientation logistics, and employee welcome experiences. Build and maintain strong relationships across all levels of the organization and with external partners, demonstrating professionalism, discretion, and exceptional customer service. Support special projects, strategic initiatives, and other responsibilities as assigned.

Qualifications include an Associates Degree in a related field. Additional years of experience may offset the degree requirement. Minimum 5 years of experience working in a fast-paced business setting, providing administrative support to high level executives. Must be fluent in English and Spanish. High degree of proficiency with Microsoft Office suite including Word, Excel, PowerPoint, MS Teams and Co-Pilot. Strong written, verbal, and presentation communication skills. Strong project management, organizational, and event coordination skills. Must be detail-oriented, deadline-driven, conscientious, able to multi-task, prioritize, and have strong time management skills. Ability to collaborate effectively across the organization at all levels. Possess a high level of discretion and integrity.

Experience working at a global organization is preferred. Primarily office-based work utilizing standard office equipment and collaboration technologies. Ability to attend events and meetings, possibly outside of normal business hours. Minimal to no travel requirements.

Other Duties include the possibility of changing duties, responsibilities, and activities at any time with or without notice. Compensation & Benefits include a competitive salary and a comprehensive benefits package, which offers bonus eligibility, healthcare, dental, vision, retirement plans, and additional programs designed to support employee well-being.