Executive Assistant

Executive Assistant

Are you a highly organised professional who thrives on creating order, building relationships and keeping everything running smoothly behind the scenes? Do you enjoy working at the heart of a business, partnering with senior leaders, supporting colleagues, and delivering exceptional experiences for clients and visitors? Ocorian is seeking a proactive and solutions-oriented Executive Assistant / Office Manager to become the operational heartbeat of our growing Charlotte office. This is a highly visible and varied role, offering the opportunity to work closely with senior stakeholders while playing a key part in shaping the employee and workplace experience.

As a trusted partner to the business, you will take ownership of office operations, executive support, stakeholder coordination and key administrative activities that enable our teams to perform at their best. No two days will be the same. You'll be someone who enjoys taking initiative, solving problems, managing competing priorities and making a tangible impact within a fast-paced, professional services environment. If you're looking for a role where you can bring energy, organisation and professionalism while helping drive the success of a growing office, we'd love to hear from you.

Main Responsibilities

Executive & Administrative Support

• Become a trusted partner to senior leaders, helping them stay focused on strategic priorities through seamless coordination and support.
• Take ownership of complex schedules, business activities, travel arrangements and high-profile meetings across multiple stakeholders.
• Create polished presentations, reports and communications that support key business decisions and leadership initiatives.
• Play a central role in driving action and momentum, ensuring priorities, projects and commitments progress effectively.

Office Management

• Be the driving force behind the Charlotte office, creating an environment where employees, clients and visitors feel welcomed and supported.
• Champion a first-class workplace experience by overseeing facilities, office services, vendors and day-to-day operations.
• Help shape a positive and engaging culture through onboarding activities, team events and employee engagement initiatives.
• Identify opportunities to improve processes, introduce efficiencies and continuously enhance the way the office operates.

Client & Business Support

• Deliver exceptional experiences for clients and visitors, ensuring every interaction reflects Ocorian's commitment to excellence.
• Support business growth by coordinating proposals, presentations, meetings and business development activities.
• Build strong relationships with internal and external stakeholders, acting as a trusted and professional ambassador for the business.
• Help ensure business operations run smoothly through effective coordination, communication and stakeholder management.

Contract Administration

• Support the end-to-end administration of client agreements and business documentation, ensuring accuracy and efficiency throughout the contract lifecycle.
• Partner with colleagues across Legal, Compliance, Finance and the wider business to facilitate the successful execution of agreements.
• Proactively manage key deadlines, renewals and approvals, helping maintain strong governance and operational excellence.
• Maintain accurate records and reporting, ensuring documentation is organised, accessible and compliant with company standards.

Finance & Operational Support

• Provide valuable support across financial and operational activities, helping ensure the smooth running of the Charlotte office.
• Coordinate travel, expenses, vendor administration and invoice processing with a strong focus on accuracy and efficiency.
• Contribute to projects and initiatives that support business growth, operational effectiveness and continuous improvement.
• Help maintain robust processes, documentation and controls that underpin a high-performing professional services environment.

Qualifications

Knowledge, Skills & Experience

• Proven experience (4+ years) as an Executive Assistant, Office Manager or similar business support professional, with the ability to thrive in a fast-paced and evolving environment.
• Exceptional organisational and communication skills, with a talent for building strong relationships and managing multiple priorities with confidence.
• A proactive, solutions-focused approach, coupled with excellent judgement, attention to detail and the ability to work independently.
• Strong Microsoft Office 365 skills, including Outlook, Word, Excel, PowerPoint and Teams, alongside a commitment to delivering a high-quality stakeholder experience.
• Experience supporting senior executives or leadership teams within a professional services or corporate environment.
• Exposure to office management, workplace operations, contract administration or client onboarding activities.
• Previous experience within financial services, fund administration, corporate services, consulting or another regulated industry.
• Familiarity with CRM, document management and business systems, together with a desire to contribute to a growing and collaborative organisation.

Additional Information

All staff are expected to embody our core values that underpin everything that we do and that reflect the skills and behaviours we all need to be successful. These are:

• We are CLIENT CENTRIC Clients are at the centre of our world, and we're committed to providing expertise and specialist solutions to meet their most complex challenges.
• We are AMBITIOUS We aim high. We think and act globally, seizing every opportunity to delight our clients and support our colleagues - wherever in the world they may be.
• We are AGILE We act on our initiative to get things done for our clients. Our independence gives us the flexibility and freedom to keep things simple, efficient and effective.
• We are COLLABORATIVE With a curious mindset, we ask the right questions to get to the right solution, for our clients faster. We collaborate to win together and share our successes.
• We are ETHICAL We behave with integrity at all times and assume positive intent, building trust through responsible actions and honest relationships.

Equal Opportunities for Everyone

Please let us know if there's anything we can do to make the process easier for you. You can reach us at View email address on click.appcast.io. We're an equal opportunity employer. All applicants will be considered for employment without attention to age, ethnicity, religion, sex, sexual orientation, gender identity, family or parental status, national origin, or veteran, neurodiversity or disability status.