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.