Office Administrator & Executive Support Specialist

Description

GFO Home is seeking a highly organized, proactive, and discreet Office Administrator & Executive Support Specialist to manage the day-to-day operations of our office and provide dedicated administrative and personal assistance to the CEO and other Vice Presidents. This role requires a flexible individual who can seamlessly transition between general office management, light accounting support, and high-level executive assistance, demonstrating exceptional professionalism and attention to detail.

Executive and Administrative Support

• CEO Support (Immediate Priority): When the CEO is in the office, serve as the primary, immediate point of contact and support.
• Manage and prioritize the CEO’s calendar, scheduling internal and external appointments, meetings, and travel logistics in partnership with Personal Assistant.
• Coordinate personal needs, including arranging for and managing meals, catering, and other necessities during the workday.
• Handle sensitive and confidential information with the utmost discretion.
• Draft, proofread, and manage correspondence from a professional capacity in partnership with Personal Assistant and Family Office Controller
• General Executive Support: Provide administrative support to other Vice Presidents (VPs) as needed, including scheduling meetings, managing expense reports, and preparing meeting materials.
  
  

Office Management and Operations

• Supply Management: Maintain optimal inventory levels of all office supplies, equipment, and kitchen/breakroom items (snacks, beverages, coffee, etc.). Efficiently manage procurement, organization, and distribution.
• Facility Coordination: Serve as the point person with building personnel to ensure a smooth and functional work environment.
• Mail and Shipping: Manage incoming and outgoing mail, packages, and deliveries.
• First Impressions: Ensure the office appearance is impeccable and welcoming for all employees and visitors.
  
  

Accounts Payable Support

• Controller Assistance: Provide accounts payable (A/P) support to the Family Office Controller as needed.
• Process invoices, obtain necessary approvals, and enter data accurately into the accounting system.
• Assist with vendor statement reconciliation and filing of A/P documents.
• Ensure compliance with established internal A/P procedures.
  
  

Requirements

• Experience: Proven experience (3 years) in an administrative or office management role, with significant experience supporting C-level executives.
• Skills: Exceptional organizational, multitasking, and time management skills.
• Technical Proficiency: High level of proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Experience with calendaring and basic accounting software is a plus.