Executive Administrative Assistant Office Manager

The Role

The Executive Administrative Assistant/Office Manager plays a critical role in ensuring the smooth day-to-day operation of the company’s headquarters. This role oversees office operations, vendor management, internal coordination, and company events while supporting leadership and cross-functional teams. The ideal candidate is highly organized, proactive, and capable of managing multiple priorities while creating a professional, efficient, and well-run workplace environment.

What You’ll Do

Office Operations & Administration

• Oversee the daily operations of the Miami headquarters, ensuring the office runs efficiently and maintains a professional and organized environment
• Serve as the central point of coordination across departments, ensuring effective communication and operational flow
• Manage office vendors and service providers, including facilities, supplies, and external partners, ensuring quality standards and deliverables are met
• Organize, maintain, and track key company documents, operational files, and sensitive contracts with discretion
• Identify and implement processes that improve office efficiency, communication, and workflow

Team & HR Support

• Coordinate employee onboarding and offboarding processes, including IT setup, welcome materials, workspace preparation, and scheduling
• Support internal team operations and provide administrative support across departments as needed
• Help foster a positive workplace culture through coordination of team initiatives and internal communications

Events & Company Activations

• Plan, manage, and execute company events including internal celebrations, office activations, and external client functions
• Organize monthly team-building events to support company culture and engagement
• Assist with logistics for domestic and international trade shows, including vendor coordination, booth setup, travel, and materials

Project & Vendor Management

• Build and maintain budget trackers for company events, projects, and operational initiatives
• Coordinate with vendors and negotiate favorable terms with suppliers when possible

Leadership & Executive Support

• Provide operational and administrative support to the leadership team as needed
• Assist with scheduling priorities, coordination of key meetings, and special projects
• Handle time-sensitive tasks and requests with professionalism and discretion

Who You Are

Minimum 5–6 years of experience in office management, operations, executive support, or administrative leadership roles

Experience working with luxury brands, fashion, hospitality, or creative industries strongly preferred

Exceptional organizational and multitasking skills with the ability to manage multiple priorities simultaneously

Strong written and verbal communication skills with a professional and polished demeanor

Highly detail-oriented with a proactive and solutions-focused mindset

Demonstrated discretion when handling confidential information

Positive, collaborative attitude with the ability to remain calm and resourceful under pressure

Tech-savvy and proficient in Google Workspace, and task management tools

Ability to work full-time in-person at the Miami headquarters

Why This Role Matters

The Executive Administrative Assistant/Office Manager is essential to keeping the organization running smoothly and efficiently. By coordinating daily operations, managing vendors, supporting teams, and organizing key initiatives and events, this role ensures that employees and leadership can focus on driving the business forward.

In a fast-paced environment, the Office Manager brings structure, organization, and proactive problem-solving to the workplace—helping maintain a professional, well-run office that reflects the standards of the brand.