Office Manager and Executive Administrative Assistant

Office Manager and Executive Administrative Assistant

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We are seeking an experienced and highly organized Office Manager to oversee the daily operations of our U.S. headquarters. This role is central to maintaining an efficient, positive, and productive workplace environment. The ideal candidate is a proactive leader who thrives in a dynamic, fast‑paced setting and has proven experience managing office operations, facilities, and administrative functions itionally, this role will support Executive Team Leaders as an Executive Administrative Assistant, which will require excellent communication skills, a high level of professionalism and the ability to manage multiple priorities in a very fast‑paced environment.

• Oversee all aspects of the headquarters’ day‑to‑day operations, ensuring smooth running of the office.
• Manage vendor relationships (facilities, maintenance, catering, cleaning, security, etc.) and negotiate contracts as needed.
• Assist in space planning, office moves, and layout optimizations to support business growth.
• Maintain safety, compliance, and security standards across the site.

• Partner with HR and leadership to support onboarding, employee engagement, and office culture initiatives.
• Serve as a trusted point of contact for executives and employees regarding operational needs and problem‑solving.
• Maintain the highest level of confidentiality regarding sensitive information and documents.
• Meeting coordination – coordinate executive meetings, prepare agendas, and ensure all necessary materials and resources are in place. Attend and record meeting minutes when required.
• Travel arrangements – arrange domestic and international travel logistics, including flights, accommodations, transportation, and itineraries.
• Calendar management – manage and prioritize the executive’s calendars, meeting schedules, appointments and travel arrangements. Ensure time is allocated effectively for strategic tasks.

• Manage and maintain the office budget, including forecasting and cost optimization.

• Coordinate with and support leadership meetings, company events, and visiting executives.
• Manage internal communications related to office logistics, policy updates, and announcements.

• Identify opportunities for process improvements and implement scalable operational solutions.
• Partner with IT, Finance, and HR on special projects and system integrations impacting office operations.

• 4+ years of progressive office management or operations experience, with at least a year in a senior office management role.
• Able to remain calm, focused and effective when handling competing priorities or challenging interactions.
• Proven experience as an Executive Administrative Assistant or similar role, preferably in a technology firm.
• Proven ability to manage budgets, vendor contracts, and facility operations.
• Excellent communication, organizational, and problem‑solving skills.
• High level of discretion and professionalism when handling confidential information.
• Proficiency with office software (Google Workspace, Slack, Workday, etc.) and experience with workplace management systems.
• Desire to learn and grow in your role.
• Bachelor’s degree in Business Administration, Operations Management, or a related field preferred.
• Bilingual preferred.

• Responsible Time Off
• Comprehensive medical, dental, vision package with 100% employer paid options
• Additional benefits including Health Savings Account;
  Flexible Spending Account;
  Critical Illness Insurance;
  Hospital Insurance;
  Accident Insurance;
  Life Insurance and AD&D; and Disability Insurance available to purchase.
• Wellness Challenge App, Diabetes Prevention App, and Health Hub App
• 401k/Retirement Plan with 6% employer match
• Generous Parental Leave Program
• Paid Volunteer Leave Days
• Public Holiday Exchange Scheme
• Enjoy up to 4 weeks a year of flexible 'Work from Anywhere'!
• Talent Referral Program – get rewarded for referring a friend to…