Office Manager Assistant

Job Description

We’re looking for a highly organized, proactive Office Manager / Executive Assistant to keep our office running smoothly and provide direct support to leadership. This is a true hybrid role - half the week you’re the glue that holds the office together, and half the week you’re managing an executive’s calendar, communications, and priorities. If you love variety, thrive on anticipating needs before they’re asked, and take pride in being the person everyone can count on, we want to hear from you.

• Office Management
  • Manage day-to-day office operations, supplies, vendors, and facilities issues
  • Serve as the first point of contact for visitors, deliveries, and general office inquiries
  • Coordinate office events, team lunches, and company celebrations
  • Maintain office policies, procedures, and a clean, welcoming workspace
  • Manage relationships with building management, IT support, and outside vendors
  • Support onboarding logistics for new hires (workspace setup, equipment, welcome materials)
• Executive Support
  • Manage complex calendars, scheduling, and travel arrangements for [executive/leadership team]
  • Prepare correspondence, reports, presentations, and meeting materials
  • Screen and prioritize emails, calls, and requests on the executive’s behalf
  • Coordinate meetings, take notes, and track follow-up action items
  • Handle confidential information with discretion and professionalism
  • Assist with special projects and ad hoc tasks as priorities shift

• 3+ years of experience in office management, executive assistance, or a similar administrative role
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to juggle competing priorities
• Proficiency in Microsoft Office / Google Workspace and general office tech
• A high level of discretion when handling sensitive or confidential information
• A calm, solutions-oriented approach when things don’t go as planned
• Comfortable wearing many hats and shifting gears throughout the day
• Nice to Have
• Experience supporting C-level or senior leadership
• Experience with [specific tools - e.g., Quick Books, Asana, Expensify]
• A good sense of humor and genuine enjoyment of helping others succeed

Headfarmer is a premier Consulting & Recruiting firm specializing in the placement of the upper echelon of Finance, IT, and Human Resource talent in the greater Phoenix area. We offer a unique process of "head farming" which provides a level of professional support to both candidates and clients that exceeds recruiting industry standards. Above it all, we believe in what we call selfless acts of service - we’re going to do the right thing for our clients and candidates, no matter what it means for us.

Hunters provide for today. Farmers cultivate for a generation. We’re not headhunters ... we’re Head farmers.