Office Manager & Executive Assistant

About the Opportunity

The Vine Group is looking for an exceptionally organized, resourceful, and service-minded Office Manager & Executive Assistant to support our CEO and own the day-to-day experience of our office. This is a highly visible role for someone who enjoys making complex environments feel calm, prepared, and welcoming. You will coordinate executive travel and scheduling, manage office operations and vendors, prepare important meetings, welcome board members and other guests, and help create a thoughtful team experience across The Vine Group and its portfolio relationships.

What You'll Own

• Run the day-to-day operations of the Vine Group office, including supplies, kitchen and breakroom inventory, equipment, maintenance, cleaning, repairs, and vendor relationships.
• Provide high-level administrative support to the CEO, including calendar coordination, complex travel, meeting preparation, correspondence, and expense reports.
• Keep conference rooms and boardrooms meeting-ready, including room scheduling, materials, catering, guest seating, and basic AV or video-conferencing support.
• Serve as the first point of contact for board members, investors, portfolio company leaders, candidates, vendors, and other guests.
• Coordinate visitor logistics, including parking, building access, refreshments, packages, and meeting arrival details.
• Plan and execute town halls, team lunches, board meetings, holiday events, leadership offsites, and other in-office or cross-portfolio gatherings.
• Coordinate catering and dietary accommodations for meetings and events.
• Support new-hire onboarding logistics, including workspace, computer and IT coordination, access, business cards, welcome materials, and first-week schedules.
• Maintain organization charts and communicate office closures, building updates, maintenance issues, and other office-wide information.
• Handle sensitive information with the confidentiality, discretion, and judgment expected in a family-office environment.

What We're Looking For

• 5+ years of experience in executive support, office management, administrative operations, hospitality, or a related field.
• Experience directly supporting a CEO, founder, senior executive, or leadership team.
• A track record of managing competing priorities with strong attention to detail and reliable follow-through.
• Excellent written and verbal communication skills and a polished, professional presence.
• High comfort with Microsoft 365 and the ability to learn travel, expense, room-booking, and office systems quickly.
• Sound judgment, discretion, and the ability to anticipate needs before they become urgent.
• A collaborative, low-ego approach and willingness to step in wherever needed to keep the office and leadership team moving.
• Ability to work on-site in Carmel, Indiana, with occasional schedule flexibility for key meetings or events.

Helpful, but Not Required

• Experience in a family office, investment firm, private company, professional-services firm, or multi-entity environment.
• Experience supporting board, investor, or portfolio-company meetings.
• Experience with office moves, build-outs, or new-office activation.
• Bachelor's degree or equivalent professional experience.

Why This Role Matters

This role is more than keeping an office organized. It creates the structure, preparation, and hospitality that allow leadership and the broader team to do their best work. The right person will become a trusted partner to the CEO and a central point of reliability for everyone who works with The Vine Group.

Compensation

The anticipated base salary range is $72,000–$85,000, based on experience and qualifications. Additional benefit information will be shared during the interview process.

How to Apply

Please submit your résumé and a brief note describing why this combination of executive support, office operations, and guest experience is a strong fit for you.

The Vine Group is committed to creating a respectful, professional workplace and considers qualified applicants without regard to legally protected characteristics.