Position Summary
The Executive Assistant / Office Manager provides high-level administrative support to senior leaders while overseeing office operations to ensure efficiency and organization. This role manages complex calendars, travel logistics, communications, and administrative processes to maximize executive productivity and support overall business operations.
The role also serves as a key point of coordination for office management, facility oversight, and company administrative functions, ensuring a professional and well-organized work environment.
Key Responsibilities
Calendar & Email Management
- Manage complex and dynamic executive calendars, prioritizing meetings and resolving scheduling conflicts
- Coordinate internal and external meetings across multiple time zones
- Manage executive inbox, including screening emails, drafting responses, and prioritizing communications
- Handle incoming calls, mail, and general correspondence
Travel and Logistics
- Coordinate domestic and international travel, including flights, hotels, ground transportation, and itineraries
- Arrange business meals and meeting logistics
- Manage long-term and short-term housing arrangements as needed
- Ensure travel plans are cost-effective and aligned with company policies
Document Preparation
- Prepare reports, presentations, spreadsheets, and executive correspondence
- Assist with formatting and editing of internal and external documents
- Maintain organized filing systems (electronic and physical)
Project & Event Support
- Organize and coordinate meetings, leadership sessions, and company events
- Support planning and execution of trade shows and company off-sites
- Track action items and follow-ups for key projects
Administrative Tasks
- Manage expense reporting and reimbursement processes
- Handle company errands and general administrative support tasks
- Maintain company asset tracking for assigned equipment (e.g., laptops, phones)
- Coordinate with vendors for company phone and IT service contracts
Building & Office Management
- Support build-out and setup of new office or warehouse facilities
- Coordinate office organization, supplies, and workspace setup
- Track and manage lease-related obligations and facility maintenance responsibilities
- Ensure office operations run smoothly and efficiently
