Executive Assistant / Office Manager

Company Description

The Speech Improvement Company, established in 1964, has provided expert coaching and workshops to executives and leadership teams around the world. Specializing in communication and presentation skills, we empower clients to influence effectively, leverage persuasion techniques, and maximize their message's impact with optimal delivery and visual aids. Backed by a team of highly trained Executive Communication Coaches, the The Speech Improvement Company is dedicated to helping thousands of clients master communication and leadership strategies. The Speech Improvement Company continues to set the standard for high-level communication excellence.

Role Description

We are seeking a highly organized, proactive, and detail-oriented Office Manager to join our growing team. This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in keeping operations running smoothly behind the scenes.

You will play a critical role in supporting leadership, managing administrative systems, overseeing Executive Assistants (EAs), coordinating billing processes, and helping onboard and support new coaches. If you are resourceful, collaborative, and energized by structure and problem-solving, we’d love to meet you.

This is a full-time, in-person position. Hours are 8:30am - 5:30pm Monday - Friday at our Framingham, MA office. Salary: $50,000 - $60,000.

Executive & Administrative Support:

·      Manage highly active calendars and scheduling across multiple coaches

·      Schedule clients, confirm meetings, and maintain accurate data entry

·      Monitor multiple coach email accounts and respond with professionalism and discretion

·      Provide EA backup and coverage 

·      Edit and proofread documents for accuracy and clarity

·      Prioritize new and existing tasks effectively in a dynamic environment

·      Support special projects and company-wide initiatives

Operations & Team Management:

·      Serve as Coach Liaison and primary point of contact for Executive Assistants

·      Lead weekly EA meetings and support daily problem-solving needs

·      Guide, empower, and manage the EA team

·      Hire and coordinate training and onboarding for new Executive Assistants as needed

·      Support and onboard new coaches

·      Assist with tasks as needed to support the team and leadership

Billing & Financial Coordination:

·      Partner with CFO on invoicing processes

·      Create and send invoices as client agreements are signed

·      Track per-session payments and maintain invoicing spreadsheets in SharePoint

·      Monitor the company finance email account daily

·      Participate in billing meetings and occasionally lead them to ensure accuracy

·      Ensure billing details are captured for all billable appointments

Qualifications

·      Bachelor’s or Associate’s degree preferred

·      2–3 years of administrative, operations, or executive support experience

·      Experience managing teams or overseeing support staff is a plus

·      Comfortable using Apple computers

·      Proficient in Microsoft Office, Excel, and Adobe Acrobat, & Zoom

·      Ability to quickly learn new software and web-based systems

·      Experience with SharePoint, invoicing systems, and WordPress preferred

·      Comfortable with video conferencing platforms

Skills & Attributes

·      Exceptional organizational and time management skills

·      Strong interpersonal and customer service skills

·      Clear, professional written and verbal communication

·      Ability to multitask and adapt in a fast-paced environment

·      Proactive thinker who anticipates needs

·      High level of discretion and professionalism

·      Ability to remain calm and effective in high-pressure situations

·      Team-oriented mindset with a willingness to contribute ideas and improvements

Why Join Us?

At The Speech Improvement Company, Inc., you’ll be part of a collaborative, mission-driven team committed to excellence and growth. This role offers the opportunity to take ownership, develop leadership skills, and make a meaningful impact on daily operations and long-term success.