Office Administrator/Executive Assistant

Job Overview
The Office Administrator & Executive Assistant is a key operational partner who ensures the office runs smoothly and executives are supported in their day‑to‑day priorities. This role calls for a highly organized, detail‑driven professional who excels at communication, multitasking, and anticipating needs before they arise.

In this position, you will manage a wide range of administrative responsibilities, coordinate schedules, oversee office operations and facilities, and help maintain efficient communication across the organization. You will also provide direct executive support on business priorities and, when needed, assist with limited personal tasks that impact scheduling and overall effectiveness—always handled with discretion and professionalism.

Success in this role requires someone who is proactive, resourceful, and responsive. The ideal candidate thrives in a dynamic environment, enjoys solving problems, and brings a calm, polished presence to interactions with colleagues, clients, and partners.

Key Responsibilities:

Administrative Support & Front Desk

• Welcome clients and visitors, ensuring a warm and professional first impression.
• Answer and route incoming calls; respond promptly and professionally to general inquiries.
• Manage incoming and outgoing correspondence, including mail, packages, and email.
• Prepare, format, proofread, and edit documents, reports, and presentations.

Office Operations & Facilities

• Oversee day‑to‑day office operations, including bank deposits, petty cash reconciliation, supply tracking, and vendor coordination.
• Ensure the office remains clean, organized, stocked, and client‑ready at all times.
• Troubleshoot office equipment, supply, and facility issues; escalate to appropriate vendors or internal contacts as needed.

Executive Assistance

• Provide comprehensive administrative support to executives, including calendar management, meeting scheduling, and travel coordination.
• Serve as a liaison between executives and internal/external stakeholders to ensure timely, organized communication.
• Prepare and distribute meeting agendas, minutes, and follow‑up materials; track action items.
• Monitor and manage Managing Partners’ email inboxes, prioritizing and routing messages appropriately.
• Support executives with ad hoc tasks, including occasional personal requests, handled with discretion and professionalism.

Data & Record Management

• Maintain and update databases, CRM systems, contact lists, and other organizational records.
• Assist with compiling information for reports and presentations; support basic data analysis as needed.

Confidentiality & Professionalism

• Handle sensitive information with the highest level of discretion.
• Maintain a polished, professional, and personable demeanor with clients, vendors, and colleagues.

Technology & Team Collaboration

• Use office software and tools effectively, including Microsoft Office Suite, CRM platforms, and other systems.
• Learn and adapt to new technologies as needed.
• Collaborate with team members to support a positive, productive work environment.
• Assist with onboarding and training new employees on office procedures and tools.

Qualifications

• Proven experience in office administration, executive assistance, or a similar administrative support role.
• Strong organizational and time-management skills with the ability to prioritize and manage multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort learning new tools.
• High attention to detail and accuracy.
• Ability to work independently and as part of a team; strong follow-through and reliability.
• Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent combination of education and relevant experience)

Job Type: Full-time

Pay: $60,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Application Question(s):

• Are you able to work full-time, onsite in a professional work environment in Gloucester?

Experience:

• Executive administrative support: 5 years (Required)

Work Location: In person