Executive Office Manager

Executive Office Manager Location: San Antonio, Texas Reports to: Director of Human Resources & General Affairs Job Summary The Executive Office Manager is responsible for providing comprehensive executive-level administrative support to the Executive Leadership Team (ELT) while overseeing day-to-day office operations. This role is central to ensuring smooth executive workflows, professional office management, and efficient coordination across departments. The Executive Office Manager delivers proactive, organized, and high-quality support that enables the Executive Leadership Team to operate effectively and efficiently. Key Responsibilities Executive & Leadership Support Manage the President's workflow, ensuring awareness of upcoming commitments, organizational issues, and priorities while anticipating needs. Serve as a liaison on behalf of the President with the parent company, Board of Directors, clients, partners, vendors, and internal teams. Plan and coordinate internal and external meetings for the Executive Leadership Team, including logistics, invitations, meeting materials, room setup, technology, and catering. Prepare, edit, and distribute presentations, reports, agendas, Board materials, budgets, and other executive documents with a high degree of accuracy and professionalism. Draft, edit, and organize correspondence, ensuring materials are finalized, distributed, and routed for required approvals and signatures. Track executive timelines, deadlines, and follow‑ups to ensure timely communication and execution. Office & Operations Management Oversee daily office operations to ensure a professional, organized, and welcoming environment for employees and visitors. Maintain office supplies, pantry inventory, and office presentation; coordinate vendor relationships and ordering as needed. Manage physical and digital filing systems, records retention, archiving, and mail distribution for the Executive Leadership Team. Act as the primary point of contact for administrative and office-related inquiries, issues, and requests. Manage security access controls, key management, and office access protocols. Serve as the primary contact for incoming mail and deliveries, ensuring secure and accurate distribution. Administrative & Financial Support Administer timesheets and expense reports for the Executive Leadership Team, including reviewing and submitting approvals on behalf of the President. Review Purchase Orders requiring Executive Leadership approval to ensure completeness and required documentation. Manage and renew company-wide and ELT-specific subscriptions and systems; coordinate cancellations in compliance with agreement terms. Support coordination with legal and accounting teams on administrative documentation and processes. Events, Projects & Special Initiatives Coordinate company-wide events, both onsite and offsite, including office gatherings, holiday events, team-building activities, and retreats. Manage special projects and initiatives on behalf of the Executive Leadership Team. Provide miscellaneous support such as executive gifting and ad-hoc requests as needed. Proactively identify opportunities to improve processes, increase efficiency, and enhance office operations. Design and implement administrative systems, including filing, record-keeping, and databases. Facilities & Office Care Ensure kitchen and common areas are stocked, orderly, and maintained in consideration of employee dietary needs. Support basic cleaning and janitorial-related activities, including maintaining shared spaces and kitchen cleanliness. Qualifications Bachelor's degree in Business Administration, Office Management, or a related field, or equivalent professional experience. Minimum of 2+ years of executive-level administrative support experience . Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) . Proven ability to manage scheduling, logistics, and multiple priorities with strong attention to detail. Excellent written and verbal communication skills with a high degree of professionalism. Strong organizational, time-management, and problem-solving skills in a fast-paced environment. Demonstrated ability to handle sensitive and confidential information with discretion. Proactive, adaptable, and tech-savy, with a willingness to learn new tools and processes. Strong interpersonal skills with the ability to interact effectively with executives, staff, and external stakeholders. EOE Statement: Specialist Staffing Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status. In addition to base pay, direct-hire employees may be eligible for client offered benefits such as medical, dental, and vision coverage, and paid leave where required by applicable law. Eligibility may vary based on factors such as location and hire date and is subject to change. #J-18808-Ljbffr Progressive