Executive Assistant & Office Manager

About the Role

We are looking for an organized, proactive, and detail-oriented Office Manager & Executive Assistant to serve as the backbone of our workplace operations and a strategic partner to our leadership team.

In this dual role, you will seamlessly balance seamless administrative support for senior leadership with managing our day-to-day office environment. The ideal candidate thrives in a dynamic environment, anticipates needs before they arise, communicates clearly across all levels, and takes pride in fostering a welcoming, efficient workplace.

Key ResponsibilitiesExecutive Support (approx. 50%)

• Calendar & Schedule Management: Maintain complex executive calendars, resolving scheduling conflicts proactively and ensuring meetings run on time.
• Travel & Expense Coordination: Plan end-to-end travel itineraries (flights, hotels, ground transit) and prepare timely expense reports.
• Communication & Gatekeeping: Screen incoming calls, manage email correspondence as needed, and act as a professional liaison between leadership, staff, and external partners.
• Meeting Prep & Follow-ups: Draft agendas, compile meeting decks, record meeting minutes, and track action items to completion.
• Special Projects: Assist with ad-hoc projects, research, and board meeting logistics.

Office Management & Operations (approx. 50%)

• Office Environment: Maintain a clean, welcoming, and well-organized office environment, ensuring supplies, equipment, and kitchen amenities are stocked.
• Vendor & Visitor Management: Serve as the primary contact for property management, IT support, maintenance, cleaners, and office vendors. Warmly welcome guests and clients.
• Event Planning: Coordinate company-wide events, team outings, lunches, celebrations, and offsite meetings.
• Administrative Systems: Oversee incoming/outgoing mail, maintain digital filing systems, and optimize office administrative processes for maximum efficiency.
• Budgeting & Invoicing: Assist with office budget tracking, invoice processing, and purchasing reconciliation.

Qualifications & Skills Requirements

• Experience: 3+ years of experience in an administrative support role, with experience managing executive calendars or office operations.
• Tech Savvy: Proficiency with standard workplace tools (G Suite / Microsoft 365, Slack, Zoom) and expense management tools (e.g., Concur, Expensify).
• Communication: Exceptional written and verbal communication skills with a customer-service mindset.
• Organization: Superior time management, multitasking, and organizational skills with sharp attention to detail.
• Discretion: Proven ability to handle sensitive and confidential business information with high integrity.

Work Location: In person