Senior Executive - Office Administration

Job Description

Senior Executive - Office Administration

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Location: Princeton, NJ – Need to be in office all working days

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Role Summary

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The Senior Executive - Office Administration will be responsible for ensuring the smooth day-to-day functioning of office operations, facilities management, vendor coordination, workplace services, and administrative support. The role will work closely with HR, IT, Finance, and business leaders to maintain a productive, safe, and efficient work environment while supporting employee and leadership requirements.

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Key Responsibilities

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Office & Facilities Management

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· Ensure seamless daily office operations and workplace support services.

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· Coordinate office maintenance, housekeeping, security, access control, and space management activities.

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· Maintain a safe, organized, and professional work environment.

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· Monitor office infrastructure and coordinate repairs and preventive maintenance.

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Vendor & Service Management

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· Manage relationships with facility vendors, service providers, and building management teams.

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· Track vendor performance and ensure compliance with agreed service levels.

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· Support procurement activities, purchase requests, and contract renewals.

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· Coordinate office supplies, equipment procurement, and inventory management.

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Administrative Operations

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· Oversee reception, mail handling, courier services, and visitor management.

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· Maintain office records, administrative documentation, and compliance-related files.

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· Support onboarding logistics, workstation readiness, and employee workplace requirements.

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· Coordinate travel, accommodation, and logistics support when required.

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Budget & Cost Management

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· Track office administration expenses and support budget planning.

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· Process invoices and ensure timely vendor payments in coordination with Finance.

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· Identify opportunities for cost optimization without impacting service quality.

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Compliance & Workplace Safety

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· Ensure compliance with workplace safety standards, office policies, and local regulations.

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· Support audits, inspections, emergency preparedness activities, and compliance reporting.

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· Maintain records related to facilities operations and statutory requirements.

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Meeting & Event Coordination

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· Coordinate internal meetings, leadership visits, town halls, and employee engagement events.

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· Manage meeting room scheduling, catering arrangements, and AV requirements.

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· Support office-level events and executive meetings to ensure seamless execution.

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Stakeholder Management

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· Collaborate with HR, IT, Finance, Procurement, and business teams to address operational needs.

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· Serve as a point of contact for employees on office administration matters.

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· Provide regular updates on office operations, facilities issues, and improvement initiatives.

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Required Qualifications

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· Bachelor's degree in Business Administration, Operations Management, Hospitality, or a related field.

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· 7-10 years of experience in Office Administration, Facilities Management, Workplace Services, or

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Corporate Administration.

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· Experience managing vendors, facilities contracts, and workplace operations.

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· Strong organizational, coordination, and problem-solving skills.

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· Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).

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· Excellent communication and stakeholder management capabilities.

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Preferred Skills

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· Experience supporting medium to large corporate office environments.

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· Knowledge of workplace safety, facilities compliance, and procurement processes.

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· Ability to manage multiple priorities in a fast-paced environment.

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· Strong customer-service orientation with attention to detail.

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Key Success Measures

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· Efficient and uninterrupted office operations.

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· High workplace service standards and employee satisfaction.

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· Effective management of vendors, budgets, and facilities.

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· Compliance with workplace policies and safety requirements.

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· Seamless execution of meetings, events, and administrative activities.

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