Office Manager-Fairfield, CT

About UsHEI manages an unparalleled portfolio of leading full-service branded hotels and luxury and lifestyle independent hotels across the U.S. We are the acknowledged experts on upper-upscale, luxury, and premium select-serve hotels in urban, super-suburban, and destination locations. At HEI, we recognize that our enormous success is solely the result of our greatest asset:
Our People. Where people work is a choice. Against that choice, our greatest obligation is to ensure day in and day out that our associates have the compensation and benefits they deserve and industry leading tools, training and support that they need to excel. At HEI, simply said, we honor the privilege of our associates choosing us by investing in and making them more valuable.

Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization!

We value U.S. military experience and invite all qualified military candidates to apply.

Compensation Salary Range: $80,000.00 - $90,000.00 Annually Tipped/Service Charge Eligible? No

Discretionary Performance Bonus Eligible? Yes Overview The  Corporate Office Manager / Executive Assistant will split time between high-touch, high-discretion support for Senior Leadership Team ("SLT") and broader responsibility for the smooth day-to-day operation of the corporate office. This person will be the central point of contact for scheduling, logistics, vendor relationships, and workplace experience.

Executive Assistant Responsibilities Calendar & Scheduling Manage and prioritize calendars across SLT, resolving conflicts and protecting focus time Schedule internal and external meetings, coordinating across multiple time zones and stakeholders

Anticipate scheduling needs proactively rather than reactively

Travel & Logistics Book travel (flights, hotels, ground transportation) and build detailed itineraries

Handle travel changes and disruptions in real time Meeting Support Prepare agendas, materials, and pre-reads for executive meetings

Attend select meetings to capture notes and track follow-up action items

Coordinate logistics for SLT meetings, offsite meetings, as needed

Communications & Correspondence Draft correspondence, presentations, and reports on executives' behalf including supporting business-related social media accounts

Serve as a professional gatekeeper and liaison to internal and external stakeholders

Financial Administration Process expense reports and reimbursements for SLTConfidentiality

Exercise sound judgment and discretion when handling sensitive business, financial, or strategic information

Office Management Responsibilities Workplace & Space Management Manage seating charts and space planning as headcount changes

Oversee conference room booking and usage etiquette

Coordinate desk/equipment setup, including ergonomic requests with IT and administer badge access

Manage overall office etiquette including office presentation, attendance and dress code Facilities & Vendor Management Manage vendor relationships and contracts (cleaning, IT support, security, food service, supplies)
Negotiate vendor contracts and renewals

Troubleshoot day-to-day facilities issues (HVAC, equipment, building management)
Coordinate with building management as needed

Office Operations & Budget Own and report on the office operations budget

Approve and track office-related spend and cost efficiencies

Manage supply inventory and ordering

All-Staff Support Serve as the go-to point of contact for staff on office-related issues

Coordinate company-wide communications on office matters (closures, changes, updates)
Maintain the office calendar of events, holidays, and celebrations

Manage kitchen/pantry stocking and any food & beverage program

Health & Safety Maintain compliance with basic workplace safety practices (fire drills, first aid kits, and emergency procedures

Culture & Events Assist HR in planning and executing company events, happy hours, community service / charitable events, and team-building activitiesQUALIFICATIONS AND SKILLS Education and Experience Bachelor’s Degree is preferred3-5+ years of experience as an executive assistant and/or office manager, ideally supporting multiple stakeholders

Experience managing an office or workplace environment of comparable size Vendor negotiation and budget management experience preferred

Knowledge,

Skills and Abilities

Strong proficiency in Microsoft Office, calendar tools, and expense platforms

Excellent judgment and discretion handling confidential information

Ability to prioritize competing demands from multiple executives while managing broader office needs

Strong written and verbal communication skills

Ability to successfully handle many diverse projects simultaneously WORKING…