Executive Office Manager

Executive Office Manager / Administrative Operations Management Role

We are looking for a self-motivated, organized, and responsible office professional who can help manage daily administrative, financial, and operational tasks. 

This person must be driven, task-oriented, and comfortable taking ownership of office responsibilities with limited supervision. The ideal candidate is proactive, trustworthy, financially minded, and able to create structure in a fast-moving business environment.

Key ResponsibilitiesOffice Administration & Organization

• Manage day-to-day office tasks and help keep operations running smoothly.
• Create and maintain organized systems for documents, files, deadlines, vendor information, customer records, and business records.
• Prioritize urgent tasks and keep open items moving forward.
• Track follow-ups and remind management about renewals, tax deadlines, insurance deadlines, registrations, appointments, legal follow-ups, accounting due dates, and other items requiring attention.
• Notice what needs to be done without being told every small step.
• Shift between multiple tasks and priorities without becoming overwhelmed.
• Support management with special projects, research, paperwork, scheduling, and general administrative needs. 

Financial & Accounting Support

• Assist with invoices, accounts payable, accounts receivable, payment tracking, reports, and basic financial organization.
• Help gather and send information to accountants, bookkeepers, and tax professionals.
• Organize receipts, vendor statements, bills, bank-related documents, financial records, and business reports.
• Support basic financial tracking across multiple companies or LLCs.
• Maintain accuracy and attention to detail when handling numbers, payments, invoices, and financial information.
• Accounting or bookkeeping experience is a must.
• QuickBooks experience is a must.

Multi-Company / LLC Support

• Understand that multiple companies may operate from the same office and that records, tasks, documents, and financial information must be kept properly separated.
• Help organize information by company, entity, vendor, project, or customer as needed.
• Support communication and document flow between management, accountants, lawyers, vendors, customers, and staff.
• Maintain confidentiality and discretion when handling sensitive business, legal, and financial information.

Communication & Coordination

• Communicate professionally with staff, drivers, vendors, customers, accountants, lawyers, and other business contacts.
• Follow up on emails, calls, missing documents, unpaid invoices, pending approvals, and unresolved issues.
• Help coordinate information between different parties so tasks do not fall through the cracks.
• Provide clear updates to management on outstanding tasks, deadlines, and priorities.

Leadership & Office Support

• Help train, guide, and oversee other office staff as needed.
• Provide structure and direction when multiple office tasks are happening at once.
• Help improve office processes instead of only following existing ones.
• Take initiative in identifying gaps, inefficiencies, or recurring issues.
• Support a professional, organized, and accountable office environment.

Required Skills & Qualifications

• Strong computer skills.
• Strong organizational skills and attention to detail.
• Financially minded and comfortable working with numbers.
• Comfortable with invoices, payables, receivables, reports, and basic financial tracking.
• Ability to work independently with limited supervision.
• Ability to prioritize, follow up, and keep tasks moving.
• Strong communication skills, both written and verbal.
• Ability to handle confidential financial, business, and legal information responsibly.
• Comfortable working in a fast-moving, sometimes stressful office environment.
• Able to support several small businesses or LLCs from one office.
• Proactive, reliable, discreet, and accountable.
• Leadership qualities and the ability to help guide other office staff.

Preferred Experience

• Accounting and finance background.
• QuickBooks experience.
• Experience working with accountants, lawyers, vendors, customers, or business owners.
• Experience in transportation, logistics, contracting, property management, construction, or another multi-entity business environment is a plus.