Executive Assistant Office Manager

Our client, a leading professional services firm, is seeking a highly proactive Executive Assistant/Office Manager to support a fast-paced, high-performing team. This is a highly visible role for someone who thrives in a sophisticated environment, enjoys being the go-to person, and takes pride in anticipating needs before they arise. From executive and board meeting coordination to travel, office operations, and client-facing support, you’ll play an important role in keeping the team organized, prepared, and operating seamlessly.

• Manage a dynamic, ever-changing calendar, including frequent last-minute scheduling adjustments and shifting priorities.
• Coordinate board meetings, partnering closely with executives and their EAs to align calendars, priorities, and logistics across multiple stakeholders.
• Coordinate domestic and international travel arrangements, including air and ground transportation, hotel accommodations, and dining reservations.
• Provide administrative and operational support to team members, including expense reporting and other day-to-day needs.
• Schedule and coordinate meetings, conferences, special events, and other team activities.
• Serve as the primary point of contact with building management for day-to-day facility needs, including access, HVAC, security, and common-area issues.
• Coordinate with third-party vendors and service providers to schedule repairs, track maintenance, and ensure timely resolution of facility needs.
• Monitor office supply inventory and proactively manage purchasing and vendor relationships to support smooth office operations and stay within budget.
• Manage conference room calendars and reservations, ensuring meeting spaces are organized, properly equipped, and client-ready.
• Coordinate catering, team meals, and food and beverage needs for meetings and office events.
• Support new employee onboarding by preparing workstations, coordinating building access, and providing office orientation.
• Maintain office equipment inventory and coordinate repairs, maintenance, and replacements as needed.
• Track and reconcile office-related expenses and invoices, including supply purchases and vendor payments.
• Receive, sort, and distribute incoming mail and packages, ensuring time-sensitive deliveries are promptly routed to the appropriate recipient.
• Maintain timely, accurate, and organized information flow across the office.

• 2-4 years of administrative experience supporting a manager, executive, or senior-level professional.
• Polished and professional presence with the ability to confidently interact with high-profile clients and external contacts.
• Proven ability to take ownership of projects and responsibilities with minimal direction.
• Comfortable working in an entrepreneurial, fast-paced, and dynamic environment.
• Proactive, self-motivated team player who can work effectively both independently and collaboratively.
• Exceptional attention to detail with strong organizational skills and the ability to prioritize and manage multiple competing priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and other relevant business technologies.

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