Office Management

We are looking for a highly organized and proactive Office Management & Executive Support professional to ensure the smooth and efficient operation of our office while providing dependable administrative support to senior leadership. This role is essential to maintaining a well‑run, professional, and welcoming workplace where teams and leaders can focus on their priorities.

This position manages the day-to-day office operations, including facilities coordination, vendor management, supplies, and internal logistics, while also supporting executives with scheduling, meetings, travel arrangements, and follow-up actions. The role serves as a key point of contact for employees, visitors, and external partners, handling communications with professionalism and discretion.

Responsibilities also include tracking projects and action items, maintaining accurate records, coordinating meetings and events, and supporting internal processes that keep the organization running efficiently. Strong organizational skills, attention to detail, and the ability to communicate effectively in both English and Spanish are essential.

• Bachelor’s degree in Business Administration or a related field preferred; equivalent professional experience will be considered.
• Three to five years of experience in administrative, business, office management, or executive support roles at a mid‑to senior‑level.
• At least one year of hands‑on experience managing office operations and administrative processes.
• Strong organizational, communication, and time‑management skills, with the ability to manage multiple priorities in a fast‑paced environment.
• High level of discretion and professionalism when handling confidential information.
• Fluency in English and Spanish (written and verbal) required.

• Oversee daily office operations to ensure a clean, efficient, and well‑organized work environment.
• Manage office supply inventory, vendor relationships, and facility maintenance to support business continuity.
• Coordinate with IT and internal support teams to ensure smooth operation of office technology, including management of equipment and service contracts.
• Ensure compliance with health, safety, and workplace security standards, and support the enforcement of office‑related policies and procedures.
• Administer meeting room and shared office booking systems, ensuring effective use of space and availability.

• Provide high‑level administrative support to executives, including complex calendar management, travel coordination, and meeting preparation.
• Serve as a trusted gatekeeper and liaison for internal and external communications, ensuring timely and professional information flow.
• Draft, review, and edit correspondence, reports, presentations, and other executive‑level materials with attention to detail and confidentiality.
• Manage expense reporting and reimbursements accurately and within established timelines.
• Coordinate meetings, events, and conference calls across multiple time zones, ensuring logistics and materials are prepared in advance.
• Take minutes during leadership and executive meetings, track action items, and follow up to ensure completion.