Office Manager​/Admin - Confidential SEARCH

Office Manager/Admin-C-Level Exp a must

Location:

Dallas, Texas

Duration:
Perm Placement

Salary: $95k - $100k

The Office Manager/Administrative Assistant is a pivotal role responsible for ensuring seamless operations for the CEO, Executive Leadership Team (ELT), and the Dallas office. This position requires a proactive, resourceful, and solutions-oriented individual who anticipates needs, takes initiative, and brings innovative ideas to improve processes. The ideal candidate thrives in a fast-paced environment, requires minimal supervision, and consistently delivers with accuracy, urgency, and professionalism.

• Provide proactive administrative support to the CEO and Executive Leadership Team.
• Manage complex calendar coordination, meeting scheduling, and prioritization.
• Coordinate board meetings, including scheduling, meal coordination, and logistical support.
• Support scheduling of Market Visits, anticipating needs and ensuring readiness.
• Schedule group ELT meetings with attention to timing, logistics, and communication.
• Manage Travel & Expense (T&E) processes, ensuring accuracy and timeliness for ELT members.
• Process incoming invoices in the ERP system promptly and accurately.
• Prepare for Town Hall meetings by executing tech checks, room readiness, and driving the presentation.
• Serve as a notary for the business.
• Create and maintain the organizational chart and employee roster.
• Serve as the primary point of contact for office operations, facilities, and vendor management.
• Manage leasing relationships and oversee all maintenance needs for office spaces.
• Oversee badging, access requests, parking garage requests, and security permissions for the Dallas office.
• Act as the emergency site coordinator for the Dallas office, including lead floor warden and searcher.
• Manage office supplies, copier toner/paper, and conference room materials.
• Support new staff onboarding by ordering employee badges and assembling welcome packages.
• Coordinate office event logistics, including holiday luncheons, potlucks, and celebrations.
• Maintain and organize the central contract repository using Cobblestone Software.
• Track key contract milestones and notify stakeholders prior to renewal or termination dates.
• Identify opportunities to streamline administrative processes and propose improvements.

• Proven experience in office management and administrative support roles.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in ERP systems and contract management software (e.g., Cobblestone).
• Ability to work independently and proactively in a fast-paced environment.
• Notary certification is preferred.
• Experience in event planning and vendor management.
• Proficiency in Microsoft Office Suite and other relevant tools.