Office Manager / Administrative Assistant

Job Summary:  

We are seeking a highly organized, detail-oriented, and polished Office Manager / Administrative Assistant to manage the day-to-day operations of our Shelton, CT office. This on-site role is ideal for a professional, resourceful individual who takes ownership, anticipates needs, and executes tasks with a high level of accuracy and follow-through. 

Key Responsibilities:  

• Take ownership of day-to-day office and facilities management, including kitchen and office supplies, cleaning, security, maintenance, repairs, and workplace needs; manage service vendors and follow issues through to resolution. 

• Manage incoming and outgoing mail and packages, including picking up mail from the post office, opening and scanning correspondence, and distributing documents to the appropriate teams. 

• Coordinate client and executive visits, quarterly Board meetings, office events, and special meetings, ensuring all details are professionally planned and executed. 

• Provide basic Human Resources administrative support, including onboarding and offboarding, employee documentation, benefit administration, and basic payroll processing through ADP. 

• Support the offshore Finance team with U.S.-based administrative needs, including handling invoices and bills received in the office, vendor communication during U.S. business hours, and documentation or reconciliation requests. 

• Coordinate business insurance, contracts, renewals, certificates, memberships, and other administrative requirements. 

• Coordinate employee events, celebrations, and monthly volunteer and charitable activities. 

• Serve as the go-to resource for general administrative needs and help ensure the office runs smoothly and professionally.

Qualifications & Requirements:  

• College degree required; prior administrative or office experience preferred. 

• Exceptionally organized and detail-oriented, with strong ownership, follow-through, and a high standard of execution. 

• Ability to multitask, prioritize, anticipate needs, and manage details and deadlines effectively. 

• Professional and polished when interacting with employees, executives, Board members, clients, and vendors. 

• Resourceful, adaptable, eager to learn, and comfortable taking on new responsibilities. 

• Strong written and verbal communication skills; able to work independently and coordinate effectively with offshore teams. 

• Comfortable learning new systems and processes. 

Work Environment:  

• This position operates on-site in a professional office environment in Shelton, CT. 

Organizational Relationships:  

• Develop and maintain positive internal and external relationships with employees, leadership, offshore teams, clients, Board members, and vendors that contribute to the success of the company.