Executive Assistant & Office Manager

Job Summary 

The Executive Assistant & Office Manager provides high-level administrative and operational support to assigned senior executives while overseeing the efficient day-to-day operation of the corporate headquarters. This role serves as a trusted partner to executive leadership by managing schedules, communications, travel, meetings, projects, office services, facilities coordination, vendors, and workplace operations. 

Essential Functions 

Executive Support 

• Manage complex executive calendars, coordinate internal and external meetings, prioritize competing requests, and resolve scheduling conflicts.  

• Anticipate upcoming commitments, preparation needs, deadlines, and potential conflicts.  

• Coordinate meeting logistics, including participants, meeting space, technology, catering, materials, and guest arrangements.  

• Prepare, edit, proofread, and organize agendas, presentations, briefing materials, correspondence, reports, and other executive documents.  

• Attend meetings as requested to capture notes, decisions, action items, and follow-up requirements.  

• Arrange travel, prepare detailed itineraries, address travel disruptions, and process expense reports accurately and timely.  

• Manage executive communications and inboxes as assigned, including prioritizing messages and responding on behalf of executives when authorized.  

• Serve as a professional point of contact for employees, clients, business partners, and other stakeholders seeking access to assigned executives.  

• Maintain confidential executive records, files, contacts, and information with the highest level of discretion.  

• Exercise independent judgment in determining when matters should be escalated to executive leadership and when they can be resolved independently. 

Project & Administrative Support 

• Support executive-led initiatives, strategic priorities, and special projects through coordination, project tracking, and follow-up on action items and deliverables.  

• Coordinate executive recognition, hospitality, events, and relationship-building activities.  

• Assist with preparation and distribution of executive communications and organizational announcements.  

• Monitor project timelines and proactively identify potential delays, risks, or resource needs.  

• Provide responsive administrative support for evolving priorities and day-to-day executive needs.  

• Support board, leadership, and committee meetings as assigned. 

Team Management & Oversight 

• Provide day-to-day management and oversight for reception staff, including scheduling, attendance management, paid time off approval, workload coordination, coaching, and development.  

• Establish performance expectations, support goal setting, conduct performance discussions, and address performance concerns in partnership with Human Resources as needed.  

• Ensure consistent front-desk coverage and professional experience for employees, clients, visitors, and business partners.  

• Train, mentor, and support reception staff to promote operational excellence, service quality, and continuous improvement. 

Office Operations & Vendor Management 

• Oversee daily office operations and workplace services to maintain a professional, organized, and efficient work environment.  

• Manage office supplies, workplace resources, mail and courier services, and related administrative processes.  

• Coordinate support and oversight for additional locations or remote office needs as assigned.  

• Review and process office-related invoices and expenses in accordance with established approval procedures.  

• Maintain vendor relationships and serve as a primary point of contact for service providers, building management, and contractors.  

• Negotiate service arrangements and coordinate vendor performance reviews when appropriate.  

• Monitor office operating expenses and identify opportunities to improve efficiency and reduce costs.  

• Provide operational coverage and support to maintain continuity of office services and communications. 

Facilities and Workplace Management 

• Coordinate routine maintenance, repairs, cleaning services, equipment servicing, and workplace improvements.  

• Respond to facility-related concerns and ensure timely resolution through appropriate internal or external resources.  

• Ensure common areas, office equipment, furnishings, and workplace amenities are maintained in a professional and functional condition.  

• Support office moves, expansions, renovations, closures, and workspace reconfigurations, including but not limited to furniture procurement, setup, and occupancy coordination. 

• Coordinate furniture procurement, installation, and workspace setup.  

• Manage workspace reservations and office setup requirements for employees, visitors, contractors, and temporary staff.  

• Partner with internal departments to support workplace experience initiatives that foster employee engagement and productivity. 

Safety, Security, & Records Management 

• Administer office access and security processes, including activation and deactivation of building credentials.  

• Coordinate workplace safety equipment, inspections, emergency preparedness activities, and related service requirements.  

• Maintain emergency contact information, evacuation procedures, and workplace safety documentation.  

• Oversee records storage, document retention, secure document destruction, and related records management services in accordance with company policies.  

• Support compliance with applicable workplace safety, security, and operational standards. 

• Additional job duties as assigned. 

Minimum Education/Abilities/Skills 

• Associate's degree required; Bachelor's degree preferred.  

• Minimum of 5 years of progressively responsible executive support experience required.  

• Prior experience supporting senior executives, C-suite leaders, or company owners strongly preferred.  

• Previous office management, facilities coordination, workplace operations, or vendor management experience preferred.  

• Experience coordinating executive travel, meetings, and special projects. 

• Exceptional organizational, prioritization, and time management skills.  

• Strong written and verbal communication skills.  

• Ability to maintain confidentiality and handle sensitive information with discretion.  

• Demonstrated ability to exercise sound judgment and make decisions independently.  

• Strong interpersonal skills with the ability to interact professionally across all levels of the organization.  

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.  

• Strong project coordination and follow-through skills.  

• Ability to manage multiple priorities and adapt quickly to changing business needs.  

• Customer-service mindset with a proactive and solutions-oriented approach.  

• Ability to work independently with minimal supervision while maintaining a high level of accuracy and attention to detail. 

Compensation

The base salary range for this position is $80,000 to $100,000 annually. Individual compensation will be determined based on a variety of factors including relevant experience, skills, education, and internal equity.