Executive Administrative Assistant/Office Manager

Job Description

Summary: The Executive Administrative Assistant & Office Manager provides high-level administrative support to Mauser's President/Chief Executive Officer while overseeing daily office operations. This dual-role position ensures efficient executive support, seamless office management, and effective coordination across teams. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Support

• Manage complex executive calendars, including scheduling meetings, appointments, and travel
• Coordinate leadership meetings and cross-functional updates
• Prepare presentations, reports, dashboards, and executive briefings
• Screen and prioritize communications; draft correspondence on behalf of the President/Chief Executive Officer

Cross-Functional Coordination

• Serve as a liaison between the President/Chief Executive Officer and internal/external stakeholders
• Coordinate meetings and ensure alignment across teams
• Track action items from leadership meetings and ensure timely follow-ups
• Arrange domestic and international travel, including accommodations and itineraries
• Develop detailed travel schedules and manage last-minute changes
• Support strategic initiatives and special projects
• Plan and coordinate meetings, events, and leadership offsites
• Manage logistics, materials, and communications for executive-level engagements

Travel & Logistics

Project & Event Management

Office Management Responsibilities

Office Operations

• Oversee daily office operations to maintain a professional and efficient workplace
• Manage office supplies, equipment, and vendor relationships (e.g., facilities, cleaning, maintenance)
• Coordinate office layout, and space planning
• Ensure adherence to company policies, safety standards, and administrative procedures

Facilities & Vendor Management

• Act as the primary point of contact for building management and service providers
• Coordinate repairs, maintenance, and office improvements
• Manage service contracts and monitor vendor performance
• Serve as a point of contact for general office-related requests and support

Financial & Administrative Oversight

• Manage office budgets, expenses, purchase orders, and invoice processing
• Track and reconcile office-related expenditures
• Maintain organized records and documentation

Requirements:

Required

• 5+ years of experience supporting senior or C-suite executives and managing office operations
• Bachelor's degree a plus
• Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams). Familiarity with non-Microsoft systems such as Basware, Concur, Diligent Boards a plus
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication abilities
• Experience managing vendors, facilities, or office budgets
• Spanish or German as second language a plus

Key Competencies

• Executive Support Excellence - Anticipates needs and supports leadership effectively
• Office & Facilities Management - Maintains efficient daily operations
• Confidentiality & Integrity - Handles sensitive information with discretion
• Attention to Detail - Ensures accuracy in all deliverables
• Proactive Problem-Solving - Identifies issues and implements solutions
• Collaboration - Builds strong relationships across teams

Work Environment

• Onsite
• Flexibility to support executive schedules

The salary range for this role is $90,000 - $120,000/year. Exact salary offered will depend on candidate's experience, work location, skills, etc.


Mauser Packaging Solutions offers a comprehensive benefits package, including medical, dental, paid time off, and other competitive benefits.

About Us

Do you want to work with people who are dedicated to innovation and making the world a better place? Do you want to build a career with a company that provides opportunities for growth and development?

Mauser Packaging Solutions is that company.

Our mission is to help our customers achieve better sustainability with their packaging. And we do that by giving our people the opportunity to do important work, solve interesting problems and be part of a diverse, forward-looking team.

At Mauser Packaging Solutions, you can be proud to work for a company that's always striving to innovate and serve customers better-and help them be better stewards of the environment.

Whether you're a seasoned professional-or just beginning your career-there's a place where you can help make a difference at Mauser Packaging Solutions. Join us!

Mauser Packaging Solutions 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, age, protected veteran status, or disability status.