Office Manager​/Executive Assistant

Summary

The Office Manager/Executive Assistant is responsible for ensuring the smooth daily operations of the office while providing high-level administrative support to senior executives. This dual-purpose position requires a highly organized, adaptable, and proactive individual who is physically present in the office and can manage office logistics, streamline operations, and support executives in a fast-paced, dynamic environment. This role is best suited for someone with strong personal drive and an eagerness to learn, who seeks to be an engaged member of the team that supports executive logistics while actively contributing to team effectiveness, project execution, and the continued growth of the organization.

• Office Operations: Oversee day-to-day office operations, including ordering supplies, maintaining office equipment, coordinating repairs, and liaising with vendors. This person should have the willingness to maintain flexibility with working hours, though a normal workday.
• Facilities Management
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  Ensure the office space is clean, organized, and conducive to productivity; work with building management and IT for equipment repairs, maintenance issues, and office moves.
• Meeting Management: Coordination of internal and external meetings, including logistics planning, reserving conference rooms, scheduling videoconferencing, and catering if needed.
• Invoice Management
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  Work with the accounting group to track, code, and manage invoices.

• Calendar Management: Manage complex executive calendars, schedule meetings, and resolve conflicts proactively.
• Travel Coordination: Arrange domestic and international travel, including flights, accommodations, and ground transportation.
• Expense Administration: Processing invoices and expense reports for designated leaders.
• Coordination with other Executive Assistants: Communicate and coordinate effectively with other Executive Assistants regarding meeting planning and preparation, travel arrangements, and scheduling.
• Communication: Draft, edit, and send emails, letters, and other communications on behalf of executives; screen and respond to incoming inquiries.
• Conference Attendance and Speaking Engagements: Register employees for professional conferences; manage speaking engagements for executives, including coordination with conference or event host, and provision of required materials. Keep a record of all conferences the team attends.
• Meeting Preparation: Assist with preparation and formatting of PowerPoint presentations for client, investor, and internal use.

• Special Projects:Support organization and coordination of project proposals, including assembling materials and maintaining version control. Maintain and organize contacts, opportunity tracking, and sales pipeline information to support business development activities.
• Employee Onboarding
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  Coordinate onboarding activities, including preparing welcome kits, scheduling orientation sessions, and liaising with IT for system access.
• Shared Services Collaboration
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  Act as a liaison between HR, finance, IT, and operations teams, ensuring smooth communication and task completion.
• Policy and Proposal Updates: Review and proofread proposals and written materials for clarity, consistency, and professional presentation.
• Weekly Reporting
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  Assist in compiling and disseminating weekly reports to executives.
• Engagement Activities
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  Organize team events, meetings, conferences, and off‑site activities; proactively coordinate logistics and ensure seamless execution.

• Education: Bachelor’s degree preferred or equivalent experience in office management, executive support, or HR support roles
• Experience: Minimum of 5 years of relevant work experience
• Certifications: A notary public certificate is required or must be obtained

• Technical: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams); experience with HRIS, Zoom, and project management tools is desirable.
• Organizational Skills
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  Exceptional time management, task flexibility, detail‑oriented, and ability to independently perform multiple tasks with little or…