Executive Assistant/Office Manager

We are seeking a highly organized and proactive Executive Assistant / Office Manager with at least 3 years of experience to support our executive leadership team and oversee daily office operations. This dual role requires exceptional administrative skills, discretion, organization and the ability to manage a wide variety of tasks efficiently. You will serve as the right hand to the Chairman of the Board, President, and CFO, while also ensuring the smooth operation of the office and employee engagement initiatives.

Key Responsibilities:

• Manage all correspondence and communications on behalf of the Chairman
• Maintain Outlook calendar and schedule meetings for the Chairman and President.
• Coordinate ESOP-related tasks including elections, correspondence, and mailings.
• Schedule meetings with Stockholders, Board Members; distribute notices and previous meeting minutes.
• Prepare Stockholder Meeting Reports, Board Reports, Power Point presentations and compile meeting materials.

Office Management Duties:

• Maintain inventory and order office supplies.
• Restock kitchen and coffee stations regularly.
• Ensure upkeep and maintenance of office equipment.
• Oversee mailroom operations and processes.
• Act as primary contact for answering service and phone/internet systems (Cox administrator).
• Act as liaison with building management.

Employee Engagement & Event Planning

• Plan and execute company events/items such as:
  • Holiday parties, company-wide meals, and meetings
  • Employee anniversaries, birthdays, and service awards
  • Community outreach activities
  • Flu shot clinics and other health/wellness initiatives

Qualifications:

• 3 years of proven experience as an Executive Assistant, Office Manager, or similar role.
• Proficiency in Microsoft Office Suite, particularly Outlook, Word, PowerPoint, and Excel.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and attention to detail.
• Experience coordinating meetings and managing executive calendars.
• Comfortable working in a fast-paced, multi-stakeholder environment.
• Notary Public certification (or willingness to obtain).

Preferred Qualifications:

• Prior experience working with a board of directors and handling confidential board documents.
• Familiarity with ESOP administration is a plus.
• Event planning experience is highly desirable.
• Knowledge of AIA documentation and experience using Procore or related programming.
• Medical, Dental, and Vision Insurance
• Life Insurance and Long-Term Disability Coverage
• 401K Retirement Plan
• Employee Stock Ownership Plan
• Flexible Spending accounts (medical & dependent care)