Senior Executive - Office Administration

Senior Executive
- Office Administration

Location:

Princeton, NJ – Need to be in office all working days

Role Summary

The Senior Executive
- Office Administration will be responsible for ensuring the smooth day-to-day functioning of office operations, facilities management, vendor coordination, workplace services, and administrative support. The role will work closely with HR, IT, Finance, and business leaders to maintain a productive, safe, and efficient work environment while supporting employee and leadership requirements.

Key Responsibilities

Office & Facilities Management

Ensure seamless daily office operations and workplace support services.

Coordinate office maintenance, housekeeping, security, access control, and space management activities.

Maintain a safe, organized, and professional work environment.

Monitor office infrastructure and coordinate repairs and preventive maintenance.

Manage relationships with facility vendors, service providers, and building management teams.

Track vendor performance and ensure compliance with agreed service levels.

Support procurement activities, purchase requests, and contract renewals.

Coordinate office supplies, equipment procurement, and inventory management.

Administrative Operations

Oversee reception, mail handling, courier services, and visitor management.

Maintain office records, administrative documentation, and compliance-related files.

Support onboarding logistics, workstation readiness, and employee workplace requirements.

Coordinate travel, accommodation, and logistics support when required.

Budget & Cost Management

Track office administration expenses and support budget planning.

Process invoices and ensure timely vendor payments in coordination with Finance.

Identify opportunities for cost optimization without impacting service quality.

Compliance & Workplace Safety

Ensure compliance with workplace safety standards, office policies, and local regulations.

Support audits, inspections, emergency preparedness activities, and compliance reporting.

Maintain records related to facilities operations and statutory requirements.

Meeting & Event Coordination

Coordinate internal meetings, leadership visits, town halls, and employee engagement events.

Manage meeting room scheduling, catering arrangements, and AV requirements.

Support office-level events and executive meetings to ensure seamless execution.

Stakeholder Management

Collaborate with HR, IT, Finance, Procurement, and business teams to address operational needs.

Serve as a point of contact for employees on office administration matters.

Provide regular updates on office operations, facilities issues, and improvement initiatives.

Required Qualifications

Bachelor's degree in Business Administration, Operations Management, Hospitality, or a related field.

7-10 years of experience in Office Administration, Facilities Management, Workplace Services, or Corporate Administration.

Experience managing vendors, facilities contracts, and workplace operations.

Strong organizational, coordination, and problem-solving skills.

Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).

Excellent communication and stakeholder management capabilities.

Preferred Skills

Experience supporting medium to large corporate office environments.

Knowledge of workplace safety, facilities compliance, and procurement processes.

Ability to manage multiple priorities in a fast-paced environment.

Strong customer-service orientation with attention to detail.

Key Success Measures

Efficient and uninterrupted office operations.

High workplace service standards and employee satisfaction.

Effective management of vendors, budgets, and facilities.

Compliance with workplace policies and safety requirements.

Seamless execution of meetings, events, and administrative activities.