assistant office manager

Assistant Office Manager

Gold Aviation Services, Inc.

Executive Assistant / Office Manager Job DescriptionLocation: Fort Lauderdale, FL Company: Gold Aviation ServicesEmployment Type: Full-Time, In-PersonAbout UsGold Aviation Services is a dynamic and growing aviation company committed to excellence, safety, and operational efficiency. We are seeking a highly organized, proactive, and detail-oriented Executive Assistant/Office Manager to support the CEO of the company and oversee daily office operations.Position OverviewThe Executive Assistant/Office Manager will play a critical role in ensuring the smooth operation of the executive office and overall workplace. This individual will provide high-level administrative support to the CEO while managing office functions, coordinating logistics, and helping maintain a productive and professional environment.Key Responsibilities&middot; Manage complex calendars, scheduling meetings, and coordinating travel arrangements (including flights, accommodations, and itineraries)&middot; Prepare reports, presentations, and correspondence on behalf of CEO&middot; Serve as a primary point of contact between CEO and internal/external stakeholders&middot; Handle confidential information with discretion and professionalism&middot; Track priorities, deadlines, and follow-ups for CEO&middot; Oversee day-to-day office operations to ensure efficiency and organization&middot; Answer and manage the company&rsquo;s main phone line, directing calls and handling inquiries in a professional and timely manner&middot; Manage office supplies, aircraft standard stock, vendor relationships, and service providers&middot; Maintain filing systems, records, and documentation&middot; Improve and implement administrative systems and processes&middot; Ensure compliance with company policies and proceduresQualifications&middot; 3&ndash;5+ years of experience as an Executive Assistant, Office Manager, or similar role&middot; Strong organizational and multitasking abilities in a fast-paced environment&middot; Excellent written and verbal communication skills&middot; High level of professionalism and discretion&middot; Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)&middot; Experience coordinating travel (aviation or luxury travel experience is a plus)&middot; Ability to anticipate needs and solve problems proactively&middot; Must be able to read, write, fluently speak and understand the English languagePreferred Qualifications&middot; Experience in aviation, private aviation, or a related industry&middot; Familiarity with scheduling software or CRM systems&middot; Familiarity with AI programs/softwareCompensation &amp; Benefits&middot; Competitive salary (based on experience)&middot; Comprehensive Medical Insurance&middot; Dental Insurance&middot; Vision Insurance&middot; Worker&rsquo;s Comp Insurance&middot; Short Term and Long-Term Disability Coverage&middot; 401K Company Match up to 3% of Employee&rsquo;s Salary&middot; Supplemental Hospital Indemnity Insurance&middot; Cell Phone AllowanceHow to ApplyPlease submit your resume and a brief cover letter outlining your relevant experience to resume@goldaviation.comPay: From $55,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant/Office Manager

Little Yukon Landscaping

Overview We are seeking a dynamic and proactive Assistant Office Manager to join our team and help streamline daily operations across our office environment. This energetic role is vital in supporting office efficiency, managing administrative functions, and fostering a positive work atmosphere. The ideal candidate will be an organized, communicative leader with a passion for creating a well-run, welcoming workplace. This position offers the opportunity for a fun and creative work environment along with a flexible schedule, making it an exciting opportunity for the right candidate to develop ones leadership skills while ensuring smooth office operations and exceptional team support.Duties<ul><li>Assist in overseeing daily office activities, ensuring all administrative tasks are completed efficiently and accurately</li><li>Coordinate and manage scheduling, including meetings, appointments, and calendar updates for leadership and staff</li><li>Supervise clerical staff and support team members in their daily responsibilities, promoting teamwork and productivity</li><li>Handle vendor management by coordinating supplies, services, and maintenance needs to keep the office running smoothly</li><li>Manage human resources functions such as onboarding new employees, maintaining personnel records, and supporting training &amp; development initiatives</li><li>Oversee bookkeeping and payroll processes using QuickBooks or similar accounting software to ensure timely payments and accurate financial records</li><li>Maintain filing systems, manage multi-line phone systems, and ensure front desk operations reflect professional communication standards</li><li>Organize office events, meetings, and team-building activities to foster a positive work environment</li><li>Assist in marketing efforts by coordinating promotional materials, managing social media accounts, and assisting with marketing campaigns.</li><li>Assist in lead generation activities by maintaining and updating client databases and following up on leads.</li><li>Answer and direct incoming calls and emails in a professional and timely manner.</li><li>Monitor client communication channels and ensure inquiries and requests are addressed promptly.</li><li>Provide exceptional customer service by assisting clients with their needs and resolving any issues or concerns.</li></ul>Requirements<ul><li>Proven experience in office management or administrative roles with supervisory responsibilities</li><li>Strong organizational skills with the ability to multitask effectively in a fast-paced environment</li><li>Excellent communication skills&mdash;both verbal and written&mdash;to interact confidently with staff, vendors, and clients</li><li>Experience with QuickBooks or other bookkeeping software for payroll and budgeting tasks</li><li>Proficiency in using Microsoft 365 &amp; Apps.</li><li>Attention to detail and accuracy in data entry and record-keeping.</li><li>Knowledge of human resources procedures including onboarding, training, and employee relations</li><li>Demonstrated ability to manage schedules efficiently using calendar management tools</li><li>Prior experience in administrative roles, preferably in a landscaping or related industry, event planning, vendor management, and office procedures such as filing and clerical tasks</li><li>Ability to work independently and collaboratively in a team environment.</li><li>Knowledge of inventory management and maintenance tracking systems is a plus</li><li>High school diploma or equivalent; associate or bachelor's degree preferred.</li></ul>Pay: $25.00 - $35.00 per hourBenefits:<ul><li>Dental insurance</li><li>Flexible schedule</li><li>Health insurance</li><li>Paid time off</li><li>Relocation assistance</li></ul>Work Location: Hybrid remote in Brainerd, MN 56401

Ultimate Staffing

<div>
 
 Ultimate Staffing is looking for an exceptional Executive Assistant-Office Manager with a positive, proactive attitude that can manage a variety of personal and professional tasks for company principals. This role is full time, and IN OFFICE.
 
 
 The Executive Assistant &amp; Office Manager for our established, family owned and operated commercial real estate investment and management company with a track record of success located in Newport Beach, CA. The position reports directly to the company owners. Duties will require exceptional executive assistance to the company principals and manage the administrative functions of our office.
 
 
 Responsibilities will include:
 
 Office Manager responsibilities:
 
 
  Greet visitors, answer phones, and manage front desk duties
 
  Handle incoming/outgoing mail and shipments
 
  Manage office supplies, equipment, and vendor relationships
 
  Maintain office and conference room calendars
 
  Ensure the office is organized, stocked, and always running smoothly
 
  Provide administrative support to the staff if needed
 
  Prepare checklists, logs, spreadsheets, and maintain operational documentation
 
  Reconcile monthly office credit card statement
 
  Maintain filing systems and assist with document archiving
 
  Perform basic IT troubleshooting and coordination with IT services vendor
 
  Conduct research and assist with rollouts of new software, tools, and office equipment
 
  Website maintenance and web host provider liaison
 
  Provide current news and stock reports for public companies in portfolio
 
  Coordinate office events, team activities, and holiday party
 
  Manage holiday cards and gifts
 
  Onboarding/offboarding staff members
 
 
 Executive Assistant responsibilities:
 
 
  Provide business and personal support to the President and Founder (anticipating needs, gatekeeping, escalating the right issues)
 
  Prepare/edit/proof emails, correspondence, documents, and forms
 
  Maintain organized and up-to-date files, contacts, and records
 
  Manage calendars, schedule/coordinate meetings and conferences, and anticipate upcoming needs
 
  Handle all travel arrangements (flights, hotels, ground transportation, itineraries)
 
  Research and compile information for property acquisitions
 
  Assist with special projects, ad hoc tasks, and personal errands
 
 
 Desired Skills and Qualifications:
 
 
  Experience managing both business and personal tasks for senior executives
 
  Well-versed in office administration and executive support (small company tenure helpful)
 
  Strong communication skills with excellent grammar, writing, and proofreading abilities
 
  Microsoft Office 365 proficiency (Outlook, Word, Excel, Teams, SharePoint/OneDrive), Acrobat Pro
 
  IT/AI savvy, basic IT troubleshooting and interacting with IT service provider
 
  Solid background in scheduling, travel coordination and event planning
 
  High degree of professionalism, discretion, and confidentiality
 
  Extremely organized, attention to detail, prioritize and manage time effectively, self-starter, problem solver, customer service attitude
 
  Notary Public certification (not required)
 
 
 
 
 
 
 All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.
 
 
</div>

Executive Assistant-Office Manager

Florida Swim Company

Overview:Florida Swim Company is a Mobile Aquatics Company who contracts out swim instructors and lifeguards to clients all over the state of Florida. Our office headquarters is located in Tampa, Florida. We are seeking an Assistant Manager with exceptional client service skills and a high degree of professionalism.This is a part-time, seasonal position running from April-September with some work from home days.Job Responsibilities<ul><li>Assisting with onboarding of swim instructors and lifeguards</li><li>Processing swim instructors' invoices</li><li>Light bookkeeping</li><li>Answer and respond to client inquiries and concerns via multi-line phone, email and chat</li><li>Misc admin tasks</li><li>Keeping reception area clean, taking out trash, vacuum/mop floors</li><li>Online marketing, updating website, social media management</li></ul>Qualifications<ul><li>A positive attitude and extraordinary client service skills are a must</li><li>Must possess professional phone and email etiquette</li><li>Ability to work independently, multitask and prioritize</li><li>Organized and manages time efficiently</li><li>Ability to effectively communicate and be a team player</li><li>A background in Aquatics or Childcare (preferred)</li><li>1+ Years Quickbooks experience (preferred)</li></ul>If you are looking for an opportunity to contribute to a dynamic team in a fast-paced environment, please apply with your resume.Pay: $20.00 per hourBenefits:<ul><li>Flexible schedule</li></ul>Work Location: Hybrid remote in Tampa, FL 33626

Career Group

<div>
 
 
 Executive Assistant / Office Manager &ndash; AI Startup
 
 
 
 
 Location:
 
 Downtown Palo Alto, CA |
 
 Onsite 5 Days a Week
 
 
 
 
 Type:
 
 Full-Time
 
 
 
 
 
 We are seeking a proactive, organized, and energetic Executive Assistant / Office Manager to support the leadership team of a rapidly expanding AI startup. The company is focused on developing the next generation of frontier AI. This is a high-impact role where you&rsquo;ll get exposure to every part of the business&mdash;from operations and communication to culture-building and process improvement.
 
 
 
 
 
 
 What You&rsquo;ll Do:
 
 
 <ul>
 <li>
 Provide comprehensive support to the CEO and CMA
 </li>
 <li>
 Manage the office and internal operations: vendor coordination, office supplies, workspace, and processes
 </li>
 <li>
 Own email management and high volume calendar scheduling, including external meetings
 </li>
 <li>
 Support light PA duties and occasional travel coordination
 </li>
 <li>
 Help maintain company culture through events and team initiatives
 </li>
 <li>
 Assist with recruiting, onboarding and internal communications: coordinate and greet candidates and work with our recruiter on scheduling
 </li>
 <li>
 Serve as a central point of communication for cross-functional teams
 </li>
 </ul>
 
 
 
 
 
 What We&rsquo;re Looking For:
 
 
 <ul>
 <li>
 3&ndash;10 years of experience supporting SVP-level or higher executives, ideally in a startup or AI company
 </li>
 <li>
 Highly organized, detail-obsessed, and skilled at process management
 </li>
 <li>
 Excellent communicator: proactive, approachable, and collaborative
 </li>
 <li>
 Comfortable working in a fast-paced startup environment
 </li>
 <li>
 Tech-savvy: Google Suite, Notion, Slack, AI platforms; Gemini, ChatGPT
 </li>
 </ul>
 
 
 
 
 
 Compensation &amp; Benefits:
 
 
 
 $150,000&ndash;$180,000 yr
 
 <ul>
 <li>
 Equity, bonus, and benefits package, PTO
 </li>
 </ul>
 
 
 
 
 If you thrive in a startup environment, love keeping things running smoothly, and want to work closely with founders and a small, growing team, we&rsquo;d love to hear from you!
 
 
 
 
 
 
 We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San
 
 
 Francisco Fair Chance Ordinance.
 
 California applicants, please view our Privacy Notice here:
 
 
 
 https://careergroupcompanies.com/california-privacy-notice/
 
 .
 
 
 
 
 
 
 Career Group is a premier, Women-Owned recruiting agency and a widely recognized name in corporate and administrative staffing. We connect our candidates with job opportunities at leading companies nationwide. When you work with a Career Group recruiter, you gain a strategic career advisor for life. Submit your resume to get started today.
 
 
</div>

B Capital

<div>
 
 
 Title:
 
 Executive Assistant/Office Manager
 
 
 
 Location:
 
 New York City, NY
 
 
 
 POSITION SUMMARY
 
 
 
 
 B Capital is seeking an experienced Executive Assistant to provide primary support to a small group of Partners on the Investment team, while also overseeing key office manager responsibilities in our NYC office. The individual will manage day-to-day schedules and priorities, ensuring Partners are well supported and prepared, and will provide office management and administrative support to the broader team. The role will also work closely with colleagues across B Capital&rsquo;s global offices, collaborating with other Executive Assistants and team members on daily tasks and longer-term initiatives. This is an in-office role four days per week, with an emphasis on responsiveness, clear communication, and strong attention to detail.&nbsp;
 
 
 &nbsp;
 
 
 
 KEY RESPONSIBILITIES
 
 
 
 Administrative Support
 
 <ul>
 <li>
 Manage ever-changing, complex calendars with a clear understanding of business priorities, offering alternatives and considerations as needed to maximize the team&rsquo;s time and efficiency.
 </li>
 <li>
 Schedule, coordinate, and oversee a wide variety of internal and external meetings, both on-site and off-site.
 </li>
 <li>
 Organize complex domestic and international travel arrangements, anticipating and coordinating end-to-end travel and logistical needs.
 </li>
 <li>
 Organize and prepare materials in advance of meetings and maintain files and record-keeping systems, including confidential information.
 </li>
 <li>
 Prepare and submit expenses for Partners in accordance with company guidelines.
 </li>
 <li>
 Support business objectives under guidance by building relationships with clients and clients&rsquo; assistants to coordinate schedules and facilitate information flow.
 </li>
 <li>
 Assist with occasional personal requests, including reminders and paperwork, as well as select external board and leadership commitments.
 </li>
 <li>
 Maintain a high bar for responsiveness, proactively providing updates and over-communicating when helpful to ensure alignment and avoid surprises.
 </li>
 <li>
 Use sound judgment to prioritize requests, resolve issues independently when appropriate, and seek guidance on more complex or sensitive matters.
 </li>
 </ul>
 
 Office Manager&nbsp;
 
 
 Operations &amp; Workplace Experience
 
 <ul>
 <li>
 Serve as the primary liaison with onsite&nbsp;workplace services, facilities, security, and IT to ensure seamless day-to-day operations within our shared office environment.
 </li>
 <li>
 Manage mail, deliveries, guest registration, and conference room coordination to deliver a polished, investor-ready experience.
 </li>
 <li>
 Troubleshoot basic AV and technology issues and escalate efficiently when needed.
 </li>
 </ul>
 
 Hybrid &amp; In-Office Coordination
 
 <ul>
 <li>
 Support a flexible hybrid model; in-office presence will align with business needs (for example, investor meetings, client visits, visiting partners, team collaboration days).
 </li>
 <li>
 Coordinate space usage, meeting logistics, and hospitality for partner, portfolio, and investor engagements.
 </li>
 <li>
 Be on-site&nbsp;for key external meetings and firm events to ensure smooth execution.
 </li>
 </ul>
 
 Culture &amp; Community
 
 <ul>
 <li>
 Plan and execute happy hours, team gatherings, and off-sites that strengthen firm culture.
 </li>
 </ul>
 
 Flexibility &amp; Firm Support
 
 <ul>
 <li>
 Approach a wide range of in-office and cross-team requests with a hands-on, solution-oriented mindset, ensuring all needs, regardless of size or scope, are managed promptly and efficiently to support smooth operations and a positive workplace experience.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 QUALIFICATIONS &amp; SKILLS
 
 
 <ul>
 <li>
 8+ years of experience working in a fast-paced environment supporting senior executives.
 </li>
 <li>
 Exceptional written and verbal communication skills, with a polished, professional presence when interacting with senior executives, investors, and external partners.
 </li>
 <li>
 Strong organizational and multitasking skills, with consistent follow-through and attention to detail in a fast-paced setting.
 </li>
 <li>
 Calm, flexible, and adaptable approach, with the ability to pivot quickly as priorities shift.
 </li>
 <li>
 Prior experience working as an Executive Assistant in finance, venture capital, private equity, or a law firm is required.
 </li>
 <li>
 Proven ability to operate in a hybrid work environment, using collaboration tools (for example, Zoom, Slack, Teams) to coordinate across in-office and remote teams.
 </li>
 <li>
 Strong knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint), the Google suite of products, and online expense processing systems such as Concur.
 </li>
 <li>
 BS or BA degree in a relevant discipline.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 ABOUT B CAPITAL
 
 
 
 B Capital invests globally in extraordinary founders and businesses shaping the future through technology. With approximately $10 billion in assets under management and dedicated stage-based funds, the firm focuses on seed to early- and late-stage venture growth investments, primarily in the technology, healthcare, and resilience tech sectors. Founded in 2015, B Capital has an integrated, global team across nine locations in the U.S. and Asia. The firm&rsquo;s value-add platform, together with the consulting expertise of its strategic partner, The Boston Consulting Group, provides entrepreneurs with the tools and resources to scale quickly and efficiently, expand into new markets and build market-leading businesses. For more information, click here.
 
 
 
 B CAPITAL GROUP CORE VALUES:
 
 
 <ul>
 <li>
 
 
 Generosity:
 
 
 We&rsquo;re collaborative and always willing to share our time and knowledge.
 </li>
 <li>
 
 
 Resilience:
 
 
 We&rsquo;re persistent and determined to succeed, persevering through challenges and seeing change as an opportunity.
 </li>
 <li>
 
 
 Open-mindedness:
 
 
 We&rsquo;re curious and welcoming. Our global perspective and commitment to diversity, equity, and inclusion make our culture stronger and more innovative.
 </li>
 <li>
 
 
 Will:
 
 
 We believe in the companies we&rsquo;ve invested in and we&rsquo;ll do everything in our power to help them change the world for the better.
 </li>
 <li>
 
 
 Teamwork:
 
 
 We value our relationships above all. We work hard to build trust and respect with founders, investors, partners and colleagues.
 </li>
 <li>
 
 
 Humility:
 
 
 We add value by going beyond for founders and LPs. We strive to let our work speak for itself.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 B Capital Global US LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected under federal, state or local law.
 
 
 
 
 The salary range is $110,000 to $140,000 and will be commensurate with relevant experience.
 
 
 
 
 
 The salary range applies to California candidates only. The actual salary may be subject to change.&nbsp;
 
 
 
 
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</div>

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