Office Manager & Executive Assistant

Executive & Calendar Operations

Own the calendars of the COO and CCO. Not just manage them, but architect them. You understand their priorities so thoroughly that you can make scheduling decisions exactly as they would.

Anticipate conflicts, protect focused work time, and build in buffers before high-stakes engagements so they walk in prepared, not frantic.

Prepare daily and weekly briefings that distill what matters into the essentials: priorities, context, and decisions required. No noise.

Gate-keep with grace. Every request for time is triaged, assessed, and handled with professionalism and discretion, whether the answer is yes, not now, or someone else entirely.

Manage complex, multi-city travel with the precision of an air traffic controller and the foresight of a meteorologist.

You don't just book the flight. You check the weather. You confirm the hotel has reliable Wi-Fi for the client meeting happening 45 minutes after check-in. You have Plan B ready before the original plan has a chance to fail.

Own expense management for the COO and CCO with rigor and accuracy: timely submission, policy compliance, and clean documentation. You have done this before at volume and you do it without reminders.

Coordinate the interview process for open roles across the LoB, including scheduling, logistics, candidate communications, and itinerary management for on-site visits.

Ensure every candidate who interacts with our office leaves with a strong impression of ARCO, regardless of outcome. You are often their first and most sustained point of contact, and that matters.

Partner with hiring managers and HR to keep the process moving without friction.

Serve as the day-to-day point of contact for our operations truck fleet, working in close alignment with ARCO's Enterprise-wide Fleet Director and their team. You execute at the local level; they set the enterprise standard.

Own the office environment at our LoB headquarters, from appearance and supplies to vendor relationships, service contracts, and lease coordination.

Ensure that when a client walks through our door, they walk into an environment that communicates exactly who ARCO is: sharp, professional, and built to deliver.

Review vendor contracts and office expenses not as bills to be approved, but as costs to be optimized. You have a bias toward ROI.

Plan and execute team events, client receptions, leadership offsites, and milestone celebrations that reinforce our culture and leave people energized.

Be the team's unofficial culture officer: the person who notices when morale needs a lift and acts on it before it becomes a problem.

Coordinate with marketing, leadership, and operations to bring ARCO's brand to life internally and externally through every touchpoint that flows through this office.

Handle correspondence, client-facing interactions, and internal messaging on behalf of the office with professionalism, accuracy, and consistent tone.

Represent ARCO in every interaction, whether email, phone, or in person, as someone who embodies what this company stands for.

Build systems, not band-aids. When something breaks, your instinct is to design a process that prevents it from breaking again, not just to fix it this once.

Leverage Microsoft Dynamics 365, Microsoft 365, and internal platforms to streamline information flow, automate the mundane, and keep the leadership team's time protected.

Stay ahead of the curve. You are continuously scanning for new tools, platforms, and workflows that could meaningfully enhance how this team operates, and you bring those ideas forward with enough context…