Executive Office Manager

Job Summary

The Executive Office Manager plays a key role in ensuring the smooth, efficient, and compliant operation of the executive office. This position provides high-level, confidential support to senior leadership by managing all complex administrative functions, meticulously controlling the office budget, and streamlining operational workflows. The Manager acts as a central liaison for board/committee coordination and a primary point of contact for internal and external stakeholders, ensuring the executive team operates with maximum professionalism and organizational efficiency.

Principal Duties

1. Manage day-to-day operations of the executive office, including administrative support, scheduling, and office logistics.
2. Provide high-level executive support to C-suite leaders, including calendar management, travel arrangements, and meeting coordination.
3. Act as the point of contact between executives and internal/external stakeholders.
4. Prepare, review, and manage confidential correspondence, reports, and presentations.
5. Organize and facilitate executive meetings, board meetings, and offsite events; take meeting minutes and track action items.
6. Supervise and mentor administrative staff, ensuring workflow efficiency and professional development.
7. Travel with executives as needed to provide on-the-ground support for meetings, events, and business engagements.
8. Maintain office systems, policies, and procedures to support organizational goals.
9. Support special projects and company initiatives as directed by executive leadership.
10. Ensure compliance with company policies, data security, and confidentiality requirements.

Qualifications

1. Education: Bachelor’s degree in Business Administration, Management, or related field (or equivalent experience).
2. Work Experience: Minimum of 5+ years of executive-level administrative or office management experience.
3. Language: Strong English written and verbal communication skills.

Functional Job Competency

• Executive Tech Mastery: Expert proficiency in the executive tech stack: advanced scheduling, video conferencing, and digital document control.
• Financial & Expense Governance: Manages, tracks, and reconciles the office budget and expense reporting, ensuring strict financial compliance.
• Governance & Board Support: Expertly manages high-level meeting procedures, including preparing agendas, compiling confidential materials, and tracking action items.
• Office & Vendor Operations Oversight: Functional expertise in managing the physical executive office environment, coordinating external vendor relationships, and overseeing administrative support staff to maintain smooth daily operations.