Executive Assistant​/Office Manager

GPJ is hiring an Executive Assistant/Office Manager to join our growing team! This role is hybrid, requiring you to report on-site to one of the following office locations a minimum of 2 days/week:
Delray Beach FL.

Your Role

The Executive Assistant/Office Manager provides comprehensive administrative support to senior executives, including managing complex calendars, scheduling meetings, and coordinating travel. They act as a gatekeeper, handling communications and sensitive information with discretion.

Additionally, they organize meetings and events, manage project timelines, and assist cross-functional teams to ensure deadlines are met. The role also involves being a liaison between executives and internal/external stakeholders, maintaining smooth communication, and managing internal updates.

Office management responsibilities include overseeing various front office operations, including staffing and managing the reception area, handling mail and greeting guests. Ensuring the smooth operation of the facilities including liaising with the building management, IT team and supplies inventory and ordering. Coordinating and directing office services and related activities. Arrange logistics and make preparations for meetings occurring in the office.

Your Skills

• Exhibit professional and discrete behavior and demeanor
• Able to juggle tasks with calm demeanor
• General administrative support for senior executives including;
  Booking travel, arranging meetings, project managing small company meetings, adhoc special projects and processing expense reports within approved agency databases
• Ensure work environment is suitable for employees – present a clean, organized office, including cleanliness of conference rooms and common social areas.
• Front Desk Receptionist
• Proactive participant in Office Culture
• Purchase or Lease relevant office equipment
• Assist with IT on workstation set up and networking
• General facility maintenance (temperature control, lights, etc.). Submit appropriate work order requests to Landlord for all building facility issues, including any after-hours HVAC requests.
• Ensure Certificate of Insurances are current and up-to-date for all Freight / Shipping Companies used for pick up and deliveries.
• Handle security and safety concerns – prepare and maintain emergency evacuation process; maintain log of building access cards/key fobs issued to and returned from staff, responsible for annual fire extinguisher certification.
• Inventory and office supply management

Communication – Express yourself clearly in person, writing, presenting and maintaining your internal GPJ stakeholders in addition to upholding a positive image for GPJ externally.

Prioritization / Organization – Properly allocate time and resources so that jobs are completed within a defined timeframe; establishing a reasonable timeline for completion when no concrete date is given and clearly communicate that to the parties involved.

Thoroughness – Ensure your work (and if applicable, the work of others) is complete and accurate. Carefully prepare for meetings and presentations. Follow up to ensure agreements / commitments are on track or have been fulfilled.

Your Experience

Experience & Education

High School Diploma/equivalent

5+ years of previous office administrative experience, preferably in an agency environment

Proficient typing and writing skills

Demonstrated ability to manage and organize multiple projects

Mastery of Word, PowerPoint and/or Keynote and Excel

Your Impact

In your role, you will have influence and responsibility over Executive communications, travel and planning.

Salary Range: $60k – $75k

Salary is dependent on a variety of factors including (but not limited to) experience, skills, and location.

Who We Are

GPJ is the world leader in…