Executive Assistant & Office Manager

The Executive Assistant & Office Manager provides high-level administrative and operational support to assigned senior executives while overseeing the efficient day-to-day operation of the corporate headquarters. This role serves as a trusted partner to executive leadership by managing schedules, communications, travel, meetings, projects, office services, facilities coordination, vendors, and workplace operations.

• Manage complex executive calendars, coordinate internal and external meetings, prioritize competing requests, and resolve scheduling conflicts.
• Anticipate upcoming commitments, preparation needs, deadlines, and potential conflicts.
• Coordinate meeting logistics, including participants, meeting space, technology, catering, materials, and guest arrangements.
• Prepare, edit, proofread, and organize agendas, presentations, briefing materials, correspondence, reports, and other executive documents.
• Attend meetings as requested to capture notes, decisions, action items, and follow-up requirements.
• Arrange travel, prepare detailed itineraries, address travel disruptions, and process expense reports accurately and timely.
• Manage executive communications and inboxes as assigned, including prioritizing messages and responding on behalf of executives when authorized.
• Serve as a professional point of contact for employees, clients, business partners, and other stakeholders seeking access to assigned executives.
• Maintain confidential executive records, files, contacts, and information with the highest level of discretion.
• Exercise independent judgment in determining when matters should be escalated to executive leadership and when they can be resolved independently.

• Support executive-led initiatives, strategic priorities, and special projects through coordination, project tracking, and follow-up on action items and deliverables.
• Coordinate executive recognition, hospitality, events, and relationship-building activities.
• Assist with preparation and distribution of executive communications and organizational announcements.
• Monitor project timelines and proactively identify potential delays, risks, or resource needs.
• Provide responsive administrative support for evolving priorities and day-to-day executive needs.
• Support board, leadership, and committee meetings as assigned.

• Provide day-to-day management and oversight for reception staff, including scheduling, attendance management, paid time off approval, workload coordination, coaching, and development.
• Establish performance expectations, support goal setting, conduct performance discussions, and address performance concerns in partnership with Human Resources as needed.
• Ensure consistent front-desk coverage and professional experience for employees, clients, visitors, and business partners.
• Train, mentor, and support reception staff to promote operational excellence, service quality, and continuous improvement.

• Oversee daily office operations and workplace services to maintain a professional, organized, and efficient work environment.
• Manage office supplies, workplace resources, mail and courier services, and related administrative processes.
• Coordinate support and oversight for additional locations or remote office needs as assigned.
• Review and process office-related invoices and expenses in accordance with established approval procedures.
• Maintain vendor relationships and serve as a primary point of contact for service providers, building management, and contractors.
• Negotiate service arrangements and coordinate vendor performance reviews when appropriate.
• Monitor office operating expenses and identify opportunities to improve efficiency and reduce costs.
• Provide operational coverage and support to maintain continuity of office services and communications.

• Coordinate routine maintenance, repairs, cleaning services, equipment servicing, and workplace improvements.
• Respond to facility-related concerns and ensure timely resolution through appropriate internal or external resources.
• Ensure common areas, office equipment, furnishings, and workplace amenities are maintained in a professional and functional condition.
• Support office moves, expansions, renovations, closures, and workspace reconfigurations, including but not limited to furniture procurement, setup, and occupancy coordination.
• Coordinate furniture procurement,…