Administrative Assistant / Executive Office Coordinator

Job Description

Job Description

Our client is seeking a highly organized, professional, and proactive Administrative Assistant to join their corporate headquarters team. This is an outstanding opportunity for someone who enjoys being the go-to person in a fast-paced office environment. Working closely with the Office Manager and executive leadership, you will help ensure the office runs smoothly while providing exceptional administrative and operational support.

The ideal candidate is detail-oriented, personable, resourceful, and thrives in an environment where every day is different.

Key Responsibilities

• Provide day-to-day administrative support to the Office Manager and executive team.
• Assist with the coordination of daily office operations to ensure an organized and efficient workplace.
• Welcome and assist clients, visitors, and vendors with professionalism and excellent customer service.
• Prepare conference rooms for meetings, presentations, and client visits.
• Coordinate meeting schedules, calendars, and appointments.
• Answer and direct incoming phone calls and emails.
• Manage office supplies, inventory, and vendor orders.
• Assist with travel arrangements, expense reports, and executive scheduling.
• Organize and maintain electronic and paper filing systems.
• Prepare correspondence, reports, presentations, and other business documents.
• Handle incoming and outgoing mail, packages, and deliveries.
• Coordinate office lunches, events, and employee meetings.
• Support onboarding activities for new employees.
• Assist with special projects and perform additional administrative duties as assigned.
• Serve as a dependable resource for employees and leadership across the organization.

Qualifications

• 2+ years of administrative, executive assistant, office coordinator, or office support experience.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to multitask and prioritize in a fast-paced environment.
• Professional appearance and positive attitude.
• Strong attention to detail and follow-through.
• High level of discretion when handling confidential information.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with Microsoft Teams and Adobe Acrobat is a plus.
• Comfortable learning new technology and office systems.

Preferred Experience

• Corporate headquarters or professional services environment.
• Experience supporting executives or senior leadership.
• Event or meeting coordination.
• Vendor management and office operations.

What We're Looking For

We're searching for someone who is dependable, proactive, and enjoys helping others succeed. The right candidate takes pride in creating a welcoming office environment, solving problems before they arise, and ensuring executives, employees, and clients receive outstanding support.

If you're looking for a long-term opportunity with a professional organization where your contributions will make a meaningful impact every day, we'd love to hear from you.