Office Manager & Executive Assistant

Job Description

Job Description

We are a small, established business seeking a highly organized, dependable, and discreet Office Manager & Executive/Personal Assistant.

This person will oversee day-to-day office administration while providing professional and selected personal support to the business owner. The ideal candidate is proactive, trustworthy, comfortable working independently, and able to move smoothly between office responsibilities and personal-assistance tasks.

The position requires excellent judgment, attention to detail, strong follow-through, and the ability to protect confidential business, employee, payroll, and personal information.

The employee will work in both Paramus and Upper Saddle River. Approximately 70% of the position will focus on office management and 30% on executive and personal assistance, although the allocation may vary.

Office Management Responsibilities

• Oversee daily office operations and maintain an organized, professional, and welcoming workplace.
• Manage office supplies, equipment, maintenance, vendors, and service providers.
• Coordinate meetings, visitors, deliveries, and occasional office events.
• Maintain office procedures, records, shared calendars, and contact information.
• Process invoices, receipts, reimbursements, and routine administrative records.
• Coordinate payroll processing accurately and on schedule using [payroll platform].
• Collect and review employee hours and communicate approved payroll changes.
• Maintain payroll records and resolve routine discrepancies with the company’s accountant or payroll provider.
• Protect confidential employee, compensation, and payroll information.
• Assist with employee onboarding and related administrative tasks.
• Maintain employee files and other business records as directed.
• Identify operational issues and recommend practical improvements.
• Serve as the primary contact for routine office-related questions.

Executive and Personal Assistance Responsibilities

• Manage the business owner’s calendar, appointments, reminders, and scheduling.
• Coordinate business and occasional personal travel, including reservations and itineraries.
• Draft routine correspondence, organize documents, and track follow-up items.
• Help prioritize requests, commitments, and deadlines.
• Coordinate selected personal appointments, reservations, purchases, and errands.
• Communicate with household vendors and personal service providers when requested.
• Maintain organized records for authorized business and personal expenses.
• Handle sensitive business and personal matters with professionalism and discretion.
• Provide occasional assistance outside normal business hours when arranged in advance.

Requirements

• Three or more years of relevant experience in office management, executive assistance, personal assistance, business administration, or a similar position.
• Strong organizational, prioritization, and time-management skills.
• Excellent written and verbal communication.
• High degree of integrity, discretion, and sound judgment.
• Ability to work independently, anticipate needs, and complete assignments with minimal supervision.
• Comfortable handling both operational responsibilities and hands-on administrative tasks.
• Proficiency with Microsoft 365 or Google Workspace, calendars, email, and spreadsheets.
• Experience coordinating payroll, vendors, expenses, travel, or employee onboarding is preferred.
• Experience working in a small-business environment is preferred.
• Valid driver’s license and reliable transportation.
• Ability to travel between Paramus and Upper Saddle River and complete authorized errands.
• Must be a dog lover and comfortable working around dogs.
• Ability to provide professional references and successfully complete a background check.

Benefits

• Health insurance.
• Dental insurance.
• Health Savings Account, subject to plan eligibility.
• Life insurance.
• Paid vacation and sick time.
• Paid company holidays.
• Retirement plan.
• Profit-sharing plan, subject to plan terms and eligibility.
• Discretionary performance bonus.
• Reimbursement for authorized mileage between work locations and for work-related errands.