administrative assistant office manager

Vaco by Highspring

<div>
 
 Interim Administrative Assistant or Office Manager
 
 
 
 
 Our client, an established commercial real estate organization, is seeking an Interim Administrative Assistant / Office Manager to support day-to-day operations within a corporate office environment.
 
 
 
 This position is fully on-site in Austin, TX. This engagement has a duration of 4-5 months.
 
 
 
 Responsibilities:
 
 
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 Manage daily office operations, including facilities coordination, vendor communication, and office supplies
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 Serve as the primary point of contact for office-related needs and requests
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 Provide administrative support related to internal reporting and documentation
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 Coordinate with building management, IT, and security partners as needed
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 Support internal communications and office procedures
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 Assist with special projects and ad hoc administrative requests
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 Help maintain a welcoming, professional office environment for employees and visitors
 
 
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 </ul>
 
 Requirements:
 
 
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 2+ years of experience as an administrative assistant, office manager, or similar support role
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 Strong organizational skills with the ability to manage multiple priorities independently
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 Professional communication and customer-service mindset
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 Proficiency with Microsoft Office tools
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 Comfortable working onsite and acting as a central office resource
 
 
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 </ul>
 
 Compensation:
 
 
 Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors, including but not limited to:
 
 <ul>
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 The individual's skill sets, experience, and training;
 </li>
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 Licensure and certifications;
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 Office location and other geographic considerations;
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 Other business and organizational needs.
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 </ul>
 With that said, as required by local law in geographies that require salary range disclosure, Vaco by Highspring notes that the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan.
 
 ?
 
 
 
 Equal Opportunity Notice
 
 
 
 Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact
 
 HR@vaco.com
 
 .
 
 
 
 Vaco by Highspring also wants all applicants to know their rights that
 
 
 workplace discrimination is illegal
 
 
 .
 
 
 
 Representation Notice
 
 
 
 By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
 
 
 
 
 For residents of Ontario, Canada only:
 
 to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.
 
 
 
 Privacy Notice
 
 
 
 Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.
 
 
 <ul>
 
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 California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees
 
 
 here
 
 
 .
 </li>
 
 <li>
 Virginia residents may access our state specific policies
 
 
 here
 
 
 .
 </li>
 
 <li>
 Residents of all other states may access our policies
 
 
 here
 
 
 .
 </li>
 
 <li>
 Canadian residents may access our policies in English
 
 
 here
 
 
 and in French
 
 
 here
 
 
 .
 </li>
 
 <li>
 Residents of countries governed by GDPR and UK GDPR may access our policies
 
 
 here
 
 
 .
 </li>
 
 </ul>
 
 
 Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (
 
 https://www.highspring.com/ai-use-notices/
 
 ). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.
 
 
 
 Pay Transparency Notice
 
 
 
 Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
 
 
 
 &middot; the individual's skill sets, experience and training;
 
 
 
 &middot; licensure and certification requirements;
 
 
 
 &middot; office location and other geographic considerations; and
 
 
 
 &middot; other business and organizational needs.
 
 
 
 With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).
 
</div>

Interim Administrative Assistant or Office Manager

Castle Group

<div>Overview:

The Administrative Assistant provides a wide variety of administrative support services for the Homeowners' association, including support and assistance to the management office.
The Administrative Assistant provides exemplary service in a manner consistent with the Castle Group's values and mission. They perform all responsibilities while demonstrating outstanding customer service skills as a representative of Castle Royal Service.
Responsibilities:
<div>
Essential Duties and Responsibilities</div><ul><li>
Answers telephones promptly and assists residents with questions and concerns.</li><li>
Tracks resident issues to enable the Property Manager to identify major problems or trends.</li><li>
Maintains Association files, mail, binders, and office supply inventory.</li><li>
Attends Board Meetings as requested.</li><li>
Creates/posts newsletters and notices. Assists the manager with updating the website as needed.</li><li>
Maintains homeowner roster, database, mail instructions, and homeowner files.</li><li>
Assists in reviewing leases, if applicable, and processing new owner approval and interview packages.</li><li>
Review receivable reports and assist the property manager in forwarding collection packages to counsel.</li><li>
Inputs/Processes/Closes work orders as required for landscape, maintenance, housekeeping, etc.</li><li>
May be responsible for the processing of Association expense checks.</li><li>
Records miscellaneous income in assigned software.</li><li>
Assists residents with account balance inquiries. Researches discrepancies, processes overpayment refunds, and processes owner credits and charges as instructed by the Property Manager.</li><li>
Process ARCs and assist residents in booking amenity reservations.</li><li>
Assists residents with access control requests (new fob, gate remotes, transponders, etc).</li><li>
In the absence of a Covenants Coordinator, conduct the following:</li><li>
Inspect the community on a recurring schedule as determined by the Association. Update all inspection data into the assigned compliance system, including issuing and closing out with consistent enforcement, ensuring completion</li><li>
Upload violations to the Production folder for mail-outs daily.</li><li>
Respond to resident inquiries with the information necessary to correct the violation in a timely manner.</li><li>
Performs property inspections and follows up on work orders as needed as directed by the Property Manager</li><li>
Ensures all safety precautions and procedures are followed while performing duties.</li><li>
Other duties and responsibilities as assigned by the Property Manager.</li></ul>
Qualifications:
<div>
Qualifications</div>
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.<div>
Education and Experience</div><ul><li>
High school diploma or equivalency required.</li><li>
A minimum of One (1) year of administrative support or related work experience is required. Must possess a strong administrative background.</li><li>
Intermediate command of computer hardware/software, specifically Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, Teams).</li><li>
The position may require a valid Driver&rsquo;s License.</li></ul><div></div><div> 
Skills and Abilities</div><ul><li>
Strong customer service, communication, and interpersonal skills.</li><li>
Strong conflict resolution skills with the ability to handle and diffuse conflict situations required.</li><li>
Able to work under tight deadlines and use time effectively based on key priorities.</li><li>
Excellent verbal and written communication skills through the ability to communicate, receive, and exchange ideas and information using spoken and written language.</li><li>
Excellent interpersonal and office management skills.</li><li>
Excellent organizational skills and a high attention to detail.</li><li>
Ability to prioritize tasks in a fast-paced environment.</li><li>
Multiple language fluency is desirable and may be required depending on the community&rsquo;s needs.</li><li>
Ability to learn new technology.</li><li>
Ability to act with integrity, professionalism, and confidentiality.</li></ul><div> 
Physical requirements</div><div>
The physical demands described here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.</div> 
<div></div><ul><li>
Able to work under pressure, maintain composure, and utilize good judgment during emergency/difficult and stressful situations.</li><li>
Ability to lift 30lbs. following appropriate safety procedures.</li><li>
Ability to:</li><li>
Work in a seating position for long periods</li><li>
Handle, grasp, and feel objects and equipment.</li><li>
Reach with hands and arms.</li><li>
Extensive use of fingers for typing and visual use of the computer monitor.</li><li>
Ability to quickly and easily navigate property/buildings are required to meet the job functions.</li><li>
Repeat various motions with wrists, hands, and fingers.</li><li>
Ability to detect auditory and visual emergency alarms.</li><li>
Ability to hear, understand, and respond appropriately to verbal requests made in person and over the telephone.</li><li>
Visual ability correctable to 20/20.</li><li>
Ability to respond verbally in an understandable, professional manner in person and over the telephone.</li><li>
May be required to travel for training sessions off-site on an infrequent, ad-hoc basis.</li><li>
May be required to cover administrative staff at other communities within reasonable distance when needed.</li></ul><div></div><div> 
EQUAL EMPLOYMENT OPPORTUNITY</div><div>
Castle is an equal-opportunity employer and prohibits discrimination and harassment of any kind. All employment decisions are based on qualifications, merit, and business needs without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other protected status under federal, state, or local laws.</div><div></div><div> 
DISCLAIMER</div><div>
This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and activities may change or be supplemented at any time based on organizational needs. In addition, management has the right to change any portion of this job description at any time and for any reason.</div></div><div></div>

Administrative Assistant - HOA

Equip, Inc.

Administrative Assistant, Account ManagerThis is a GREAT opportunity for an up-and-coming administrative professional looking to make a big impact in a local small business. We are a dynamic, small business team with an entrepreneurial, down-to-earth, collaborative vibe. We encourage new ideas and are looking for a candidate who is growth oriented and curious, with an eye for continual process improvement.This role will be responsible for supporting the Owner and office team in the daily functions of running a small manufacturing business. This will include working with our customers from initial inquiry through estimate, invoicing, and follow up. You will work closely alongside our Business Operations Manager and Production Manager throughout the process. You will also help with shipping, inventory tracking, raw material ordering, and keeping everything organized with a great workflow.As a small business, we value teamwork and the fluidity of sharing tasks and working on projects as they arise. Our company is growing, which creates constant opportunities to develop new skills and take on new challenges. The right candidate will naturally bring structure and organization to our workspace. We hope to find a professional with contagious ambition, a proactive self-starter who thrives on collaboration. If you take initiative, are self-accountable and are ready to grow and learn you&rsquo;ll fit right in.Responsibilities<ul><li>Support Customers through the inquiry, estimate and order completion process.</li><li>Support the office team with administrative and organizational tasks as assigned</li><li>Provide basic data entry and general support in office software including Outlook, Excel and QuickBooks</li><li>Support the office team with research tasks including finding new vendors and sourcing complex parts and materials</li><li>Run errands as assigned</li><li>Support basic manufacturing functions as needed</li><li>Support sales functions with customer service and new customer outreach</li></ul>Due to the responsibilities of this role and the nature of our business this is an in-office role, remote work will not be available.Required Skills and Experience<ul><li>Ability to communicate clearly and professionally</li><li>Hardworking &amp; willing to learn</li><li>Excellent organizational skills</li><li>General business acumen</li><li>Proficiency in Excel and Microsoft Office</li></ul>HOURS, COMPENSATION AND BENEFITSThis is a full-time, hourly position. Our office hours are Monday &ndash; Friday, 8:30am &ndash; 4:30pm.The starting hourly pay range for this role is $17-19 per hour depending on skills and experiencePlease apply by emailing a cover letter and resume to h.sparlin@equipinc.com. Resumes received through indeed, or without a cover letter, will not be reviewed.Pay: $17.00 - $19.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Vision insurance</li></ul>Work Location: In person

Admin Assistant, Account Manager

Cox Automotive

<div>The Executive Assistant II, Office Manager provides advanced administrative and operational support to Assistant Vice President(s) within the Logistics organization. This role is responsible for managing complex calendars, coordinating meetings and travel, and supporting leadership priorities through effective organization, communication, and execution. 
 
In addition to executive support, the role assists with office management and facilities coordination activities to ensure a smooth and efficient workplace environment. Responsibilities in this area include vendor coordination, supply management, and supporting facility-related processes in partnership with internal teams. The role requires strong judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. 
 
What You'll Do:
 
 
Office Operations &amp; Facilities Support 
<ul><li>
Supports coordination of office operations to ensure a smooth day-to-day workplace experience</li><li>
Assists with vendor coordination, service requests, and facilities-related activities</li><li>
Supports inventory tracking and ordering of office supplies and equipment</li><li>
Coordinates facilities-related requests, including maintenance, repairs, and space updates</li><li>
Assists with onboarding vendor accounts, raising purchase orders, and processing invoices</li><li>
Supports office moves, renovations, and workspace changes in partnership with Facilities</li><li>
Assists with workplace logistics such as access coordination and office readiness</li><li>
May serve as a point of contact for workplace safety programs or emergency response support, as needed</li></ul> 
Executive Support 
<ul><li>
Provides advanced, highly confidential administrative support to AVP-level leaders, including calendar management, prioritization, and conflict resolution</li><li>
Coordinates complex meetings, prepares agendas and materials, and tracks follow-up actions</li><li>
Manages domestic and/or international travel arrangements and related logistics</li><li>
Prepares and edits correspondence, presentations, and reports</li><li>
Serves as a liaison between leadership, internal teams, and external stakeholders</li><li>
Anticipates executive needs and proactively resolves scheduling or administrative challenges</li></ul> 
Administrative &amp; Project Support 
<ul><li>
Coordinates events, leadership meetings, and team activities</li><li>
Tracks deliverables, action items, and administrative project work</li><li>
Processes expense reports and support budget-related administrative tasks</li><li>
Maintains files, records, and documentation in accordance with company standards</li><li>
Provides cross-functional coordination and support across departments</li></ul> 

Required Qualifications, Experience &amp; Specialized Knowledge and skills 
<ul><li>
High School Diploma or GED and 7 years' of relevant experience supporting senior leader or executives required, or any level degree or certification beyond HS diploma/GED and 5 years' experience.</li><li>
Strong organizational and time management skills with attention to detail</li><li>
Ability to manage multiple priorities and work independently with minimal supervision</li><li>
High level of professionalism, discretion, and confidentiality</li><li>
Strong written and verbal communication skills</li><li>
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)</li><li>
Demonstrated ability to anticipate needs and solve problems proactively</li></ul> 
USD 32.26 - 48.41 per hour 
 
Compensation: 
 
Hourly pay rate is in the range of $32.26 - $48.41/hour. The hourly base rate may vary within the anticipated range based on factors such as the ultimate location of the position and the selected candidate's knowledge, skills, and abilities. Position may be eligible for additional compensation that may include commission (annual, monthly, etc.) and/or an incentive program. 
 
Benefits: 
 
Employees are eligible to receive a minimum of sixteen hours of paid time off every month and seven paid holidays throughout the calendar year. Employees are also eligible for additional paid time off in the form of bereavement leave, time off to vote, jury duty leave, volunteer time off, military leave, and parental leave. 
 
Applicants must currently be authorized to work in the United States for any employer without current or future sponsorship. 
 
EOE, including disability/vets</div>

Executive Assistant, Office Manager (Central Dispatch)

California Faculty Association

Job SummaryCFA is seeking a motivated, organized and social-justice oriented candidate to become the Office Manager / Administrative Assistant for the CFA Sonoma Chapter.The Office Manager / Administrative Assistant is supervised by the campus Field Representative and will work in coordination with the CFA Sonoma Executive Board, which organizes and represents approximately 385 faculty, librarians, and counselors at Sonoma State University.The ideal candidate will be committed to our mission, have previous experience or interest in unions or advocacy organizations, and enjoy working in an organization that amplifies the voices of its members to improve the working and learning conditions of faculty and students.DutiesCommunication with Members<ul><li>Responds to email inquiries, which may include referring questions to CFA staff or chapter leaders. As needed, schedules appointments or refers inquiries to the Chapter President, Faculty Rights Chair(s), Field Representative or other CFA leaders.</li><li>With training, answers general faculty questions accurately and professionally (regarding the organization, membership, benefits, etc.).</li><li>Provides exceptional service to members by greeting all visitors and providing a welcoming office environment, including a clean, well-organized work environment.</li><li>Compiles a daily visitors log, including general reasons for the visit.</li></ul>Office Organization and Administrative/ Clerical Duties<ul><li>Orders and maintains office supplies. Keeps equipment operational by reporting issues to leadership and scheduling service calls.</li><li>Ensures that all work project timelines are fulfilled by organizing and prioritizing assignments. Coordinates occasional special projects. Interacts with Campus staff and administrators as needed, relating to IT, room scheduling, delivery and logistical needs.</li><li>Creates and updates chapter calendar of activities and maintains activity logs. Sends calendar invites and zoom meeting links for all Chapter meetings.</li><li>Handles all incoming and outgoing mail; receives/distributes mail to CFA staff/leaders.</li></ul>Maintenance of Data and Records<ul><li>Compiles and maintains accurate chapter databases, membership database, and lists (e.g., Executive Board, department representatives, department chairs, etc.).</li><li>Gathers and archives important information, for instance from CFA events and functions.</li></ul>Social Media and Communications Support<ul><li>With support, prepares, sends and/or distributes chapter communications, including but not limited to correspondences, fliers, magazines, newsletters, news alerts and/or calendars.</li><li>Updates and assists with chapter website and social media. Supports drafting, formatting and distribution of emails, including via publishing and email software (i.e. Delivra).</li><li>Occasionally assist in the development and preparation of presentation and campaign material, including flyers. Updates and maintains the CFA bulletin boards.</li></ul>Support CFA Chapter with Ongoing Priorities, Projects and Campaigns<ul><li>Develops and maintains productive relationships with CFA leaders, members, interns &amp; staff. Attends bi-weekly Executive Board meetings and other meetings, workshops and actions as needed. Supports Field Representative and Chapter leaders with ongoing projects and priorities. Other duties as assigned.</li><li>Support with logistics and planning for in-person meetings, rallies and other actions/events, including onsite support. For instance, assists CFA staff and leaders with arranging the space/location, food/drinks, preparing/copying materials, setting and cleaning up and providing administrative support for the meeting.</li></ul>QualificationsExcellent verbal and written communication skills.Previous experience or strong interest in unions and/or advocacy organizations, and commitment to anti-racism and social justice. Experience in higher education a plus.Must demonstrate discretion in handling sensitive and confidential information.Ability to work independently and to exercise high attention to detail.High school diploma or equivalent.<ul><li>Typing proficiency of 50 wpm.</li><li>Proficiency in all Microsoft Office applications.</li></ul>Two (2) years of secretarial or clerical experience, or equivalent experience, preferred.The ideal candidate will have the following knowledge, skills and abilities:<ul><li>Excellent verbal, written and interpersonal communication skills.</li><li>Ability to follow verbal/written instructions. Attention to detail and problem-solving skills.</li><li>Ability to work independently and under general supervision to meet required tasks/duties.</li><li>Ability to handle multiple projects simultaneously. Effective organization and time management skills.</li><li>Ability to work collaboratively, creatively and strategically in a team environment. Ability to communicate effectively and professionally, including with general public, students, administrators, and CFA members, officers, interns and staff.</li><li>Ability to learn and communicate CFA organizational structure and policies.</li><li>High-level of integrity and trustworthiness. Ability to handle sensitive and confidential information.</li><li>Knowledge and skill in operating office and technological equipment/software (e.g. word, excel, publisher, web browsers, etc.). Proficiency or ability to learn and utilize all necessary office equipment including computer, copier, scanner, fax and phone system.</li><li>Ability to text, video chat (i.e. Zoom) and use email. Willingness to learn CFA&rsquo;s project management, database and communication systems, including setting-up distribution lists.</li><li>Ability to lift 25 lbs. (subject to reasonable accommodation).</li></ul>Pay: From $22.00 per hourBenefits:<ul><li>Flexible schedule</li></ul>People with a criminal record are encouraged to applyWork Location: Hybrid remote in Rohnert Park, CA 94928

Office Manager/Administrative Assistant

Radiation Pros, LLC

<div>Rad Pros is looking for a full-time Executive Assistant / Office Manager to join our team in our main office located roughly 9 miles south of Watkins, CO. This key person is responsible for supporting one or more executives by managing calendars, coordinating communications, arranging travel, and handling sensitive information with discretion. This role requires strong judgment, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment. 
The ideal candidate will have a positive attitude and personality, work well with others in an office setting, be a quick thinker with a typing speed of 60 wpm or higher, be a multitasker and detail-oriented, and care about producing quality work and supporting their coworkers. 
This is a full-time, in-person, salaried opportunity with a competitive benefits package, including a bonus structure. 
Responsibilities:<ul><li>
Track and Assign training &ndash; Track ongoing training requirements for all employees, assign additional training and track completion using our software tools (ClickUp and ISN).</li><li>
Administrative Support &ndash; Support our staff with travel (flights, cars, hotel, reservations, etc.), schedule meetings, prioritize appointments, work through meeting logistics, and other administrative tasks, as required.</li><li>
Screen and Prioritize &ndash; Review incoming emails, phone calls, and other communications; draft and respond to correspondence as directed.</li><li>
Documentation Support - Prepare, edit, and format documents, presentations, reports, and meeting materials using word processing, spreadsheet, and presentation software (Google and MS Office).</li><li>
Organize and support - Provide support for meetings, including agenda preparation, note-taking, follow-up on action items using our software, and perform general coordination.</li><li>
HR Support &ndash; Providing logistics and detail support for personnel drug/alcohol testing, background checks, annual health checks, and other necessary personnel support, including new hire onboarding and generate offer letters, and other assigned tasks.</li><li>
Professional Approach - Handle confidential and sensitive information with discretion and maintain a high level of professionalism at all times, while working within a fast-paced environment.</li></ul>
Requirements:<ul><li>
Excellent written and verbal communication skills, quick-thinker, organized</li><li>
Typing speed of 60 WPM minimum</li><li>
Proficiency in MS Excel and/or Google Sheets</li><li>
Detail-oriented, with a commitment to quality and timeliness</li><li>
At least 3-5 years of experience in a similar role (minimum)
</li></ul>About Rad Pros 
Rad Pros specializes in the management of radioactive materials across multiple sectors. From oil &amp; gas to water treatment, and mining to manufacturing, we support essential services across the mountains and plains states. We are experts in remediation, reclamation, and demolition, especially where hazardous and low-level radioactive waste is present. 
Countless organizations rely on us for consulting, regulatory assistance, event cleanup, waste brokering, and licensed support in managing radioactive material and special waste streams. Independently owned and operated, Rad Pros helps protect companies, workers, and the environment through service and integrity. 

XbSywexKuA</div>

Executive Assistant / Office Manager

Steve Mckenna and The Home Advantage Team

Executive Assistant &amp; Office AdministratorLocation: Manchester-by-the-Sea, MAGibson Sotheby's International Realty is seeking a highly organized, proactive, and tech-savvy Executive Assistant &amp; Office Administrator to support our General Counsel while serving as a key administrative resource for our Manchester-by-the-Sea office, leadership team, and real estate sales associates.This role requires someone who thrives on organization, enjoys solving problems, can manage competing priorities, and is comfortable handling sensitive and confidential information. The ideal candidate is resourceful, detail-oriented, highly proficient with technology, and able to anticipate needs before they arise. In addition to supporting our General Counsel, this individual will play an important role in ensuring a positive and efficient experience for our agents, clients, and office operations.Key ResponsibilitiesOffice Administration<ul><li>Serve as a key administrative resource for the office, supporting agents, staff, leadership, and day-to-day business operations.</li><li>Provide reception coverage and exceptional service to agents, clients, vendors, and visitors, serving as a welcoming and professional first point of contact.</li><li>Act as a liaison between agents and various company departments, helping connect associates with the resources, tools, and support they need to be successful.</li><li>Assist with onboarding new agents to office helping ensure a smooth integration into the company and systems.</li><li>Support office communications, meetings, events, training programs, and operational initiatives.</li><li>Schedule, coordinate, and track in-house continuing education classes, attendance, and certificates.</li><li>Maintain office supplies, records, documentation, forms, and administrative systems to ensure the office operates efficiently.</li><li>Assist with transaction-related administrative tasks, check deposits, data entry, and maintaining accurate office records as needed.</li><li>Maintain familiarity with company tools, technology platforms, and resources, helping guide agents to appropriate support teams and solutions.</li><li>Coordinate with internal departments including Operations, Accounting, Marketing, IT, and Brokerage Management to support office needs and agent requests.</li><li>Assist with special projects and other duties as assigned.</li></ul>Executive Support<ul><li>Provide high-level administrative support to the General Counsel and executive team, including calendar management, meeting coordination, travel arrangements, and preparation of correspondence, reports, presentations, and other materials.</li><li>Act as a gatekeeper and liaison, managing internal and external communications with professionalism, discretion, and efficiency.</li><li>Support strategic priorities and daily operations by ensuring leadership is informed, organized, and prepared while proactively anticipating needs and solving problems.</li><li>Assist with scheduling, meeting preparation, follow-up, and coordination of executive priorities.</li><li>Manage competing priorities and help maintain organization across multiple projects and initiatives.</li></ul>Legal &amp; Corporate Support<ul><li>Maintain strict confidentiality while managing sensitive legal, business, and personnel information.</li><li>Coordinate legal calendars, appointments, deadlines, and case-related meetings.</li><li>Support litigation preparation by locating, organizing, and maintaining supporting documentation and records as needed.</li><li>Serve as a reliable point of contact for internal stakeholders seeking legal assistance, documentation, or scheduling support.</li><li>Manage and maintain legal documents, contracts, addenda, amendments, corporate records, and related files.</li><li>Support the formatting, proofreading, organization, and creation of fillable versions of contracts, legal documents, and related paperwork.</li><li>File legal documents and maintain accurate electronic and physical records.</li><li>Assist with document retrieval, organization, and research requests as needed.</li><li>Ensure legal files, records, and documentation remain organized, accessible, and up to date.</li></ul>Qualifications<ul><li>3+ years of experience supporting leadership, executives, attorneys, or business professionals in an administrative, executive assistant, office management, or legal support capacity.</li><li>Advanced proficiency with Gmail, Google Workspace, and digital document management systems.</li><li>Exceptional organizational skills with the ability to manage multiple priorities and deadlines.</li><li>Strong technology aptitude and ability to quickly learn new software and systems.</li><li>Excellent written and verbal communication skills.</li><li>Ability to locate, organize, and manage large volumes of information and documentation efficiently.</li><li>Proven ability to exercise discretion and sound judgment when handling confidential information.</li><li>Experience supporting legal professionals or working with legal documentation is preferred but not required.</li></ul>What We're Looking ForWe're looking for someone who enjoys bringing order to complexity and takes pride in keeping people organized, informed, and prepared. The ideal candidate is proactive, resourceful, highly organized, and comfortable working independently. They are tech-savvy, detail-oriented, and capable of becoming a trusted partner to our General Counsel while also serving as a valuable resource for our agents, clients, and office team. This individual will help ensure the office runs smoothly, our agents feel supported, and our leadership team can operate efficiently.Pay: $60,000.00 - $65,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant & Office Administrator

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