Executive Assistant Office Manager

One Magnify is an AI native, platform-enabled B2B digital agency operating at the intersection of data, technology, and creativity. We help complex organizations drive measurable business outcomes by building smarter customer experiences and delivering highly integrated solutions across digital, media, and technology. By combining deep industry expertise with advanced analytics and artificial intelligence, we enable our clients to make better decisions, move faster, and compete more effectively in dynamic markets.

The Executive Assistant Office Manager provides high-level administrative support to senior leaders while overseeing the day-to-day operations of the office. This role serves as a trusted partner to executives, ensuring efficient calendar management, communication flow, meeting coordination, and office operations. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

• Manage complex executive calendars, scheduling meetings, appointments, and travel arrangements.
• Coordinate domestic and international travel, including itineraries, accommodations, and expense reporting.
• Prepare correspondence, reports, presentations, agendas, and meeting materials.
• Screen and prioritize incoming communications, responding on behalf of executives when appropriate.
• Track action items and follow up on deliverables to ensure timely completion.
• Support executive leadership with special projects and strategic initiatives.
• Maintain confidentiality regarding sensitive business information and personnel matters.

• Oversee the daily operation and appearance of the office environment.
• Manage office vendors, suppliers, and service providers.
• Coordinate office maintenance, equipment purchases, and facility-related issues.
• Monitor office budgets and approve routine administrative expenditures.
• Ensure office policies, procedures, and safety requirements are consistently followed.
• Organize company meetings, events, town halls, and employee engagement activities.
• Maintain office inventory, supplies, and equipment.

• Process expense reports, and other administrative documentation.
• Maintain organizational records and filing systems, both electronic and physical.
• Coordinate conference room scheduling and office space planning.
• Create and improve administrative processes to increase efficiency and effectiveness.

• Serve as a point of contact between executives, employees, customers, vendors, and external stakeholders.
• Foster positive working relationships across all levels of the organization.
• Assist in preparing communications and announcements for internal and external audiences.
• Support leadership meetings by taking notes, documenting decisions, and tracking follow-up actions.

• Bachelor's degree or equivalent experience.
• 10+ years of experience supporting senior executives and/or managing office operations.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong organizational and project management skills.
• Exceptional verbal and written communication abilities.
• Ability to handle confidential information with discretion.
• Strong problem-solving skills and attention to detail.
• Experience supporting C-level executives or senior leadership teams.
• Experience managing budgets, contracts, and vendor relationships.
• Knowledge of office administration best practices and workplace operations.
• Experience working in a fast-paced corporate environment.
• Experience working in Martech, Marketing Services, or Technology services preferred

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