Executive Assistant / Office Manager

Job Summary

We are seeking a highly proactive Executive Assistant / Office Manager to serve as a trusted partner to senior leadership, while owning and optimizing day-to-day office operations. This role requires strong judgment, operational excellence, and the ability to anticipate needs, solve problems, and drive execution. The ideal candidate is resourceful, highly organized, and thrives in a fast-paced environment.

Key Responsibilities

Executive Assistant

• Provide high-level administrative support to senior leadership
• Own and manage executive calendars, including prioritization, scheduling strategy, and optimization of leadership time
• Coordinate executive travel, including flights, accommodation, and detailed itineraries
• Manage executive logistics such as restaurant reservations, meetings, and offsite coordination
• Maintain awareness of executive preferences (e.g., lunch, dinner, scheduling habits) to ensure seamless daily support
• Support leadership in managing team priorities and organizational cadence
• Act as a liaison for internal teams, external partners, and key stakeholders
• Manage and reconcile expense reports and executive reimbursements
• Anticipate needs, identify gaps, and proactively solve problems
• Handle highly confidential and sensitive information with discretion

Office Management & Operations

• Own and oversee all day-to-day office operations, ensuring a seamless and professional environment
• Develop, implement, and improve office processes, systems, and workflows
• Manage office supplies, snacks, inventory, and general upkeep
• Coordinate daily catered lunch program, including vendor selection, ordering, setup, and cleanup
• Coordinate with vendors and building management for maintenance, services, and office needs
• Oversee office budget for supplies, meals, and events; track expenses and optimize spending
• Coordinate mail, deliveries, shipping, and overall office logistics
• Ensure cleanliness and organization of shared spaces and coordinate with cleaning services
• Support in-office needs such as workspace setup, equipment coordination, and troubleshooting
• Coordinate logistics for company gatherings and team outings, including budgeting, vendor selection, and execution
• Lead and execute additional projects and responsibilities as needed to support leadership and business operations
• Support HR administrative functions, including interview and onboarding scheduling, background checks, and other new hire support

Qualifications

• 3 years of experience supporting senior executives and/or managing office operations
• Proven ability to operate independently and make decisions with minimal guidance
• Exceptional organizational, prioritization, and multitasking skills
• Strong written and verbal communication skills
• High level of professionalism, discretion, and sound judgment
• Experience managing vendors, budgets, and office operations
• Proficiency in Microsoft Office

Preferred Skills

• Experience supporting C-level executives
• Strong operational mindset with process improvement experience
• Ability to manage competing priorities in a fast-paced environment