Executive Office Manager
24 hours ago
Huntsville
Job Description Overview Executive Office Manager LOCATION: Huntsville, AL (onsite) JOB STATUS: Full-time CLEARANCE: N/A TRAVEL: None Astrion has an exciting opportunity for an Executive Office Manager for our Huntsville, AL office. The Executive Office Manager provides high-level administrative and operational support to executive leadership while ensuring efficient day-to-day office operations. This role manages executive scheduling, meetings, travel, communication, and office coordination while serving as a key point of contact for employees, visitors, and vendors. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. REQUIRED QUALIFICATIONS / SKILLS • Demonstrate experience managing executive calendars, coordinating high-level meetings, preparing executive briefings, and handling confidential communications, • Ability to manage multiple priorities, coordinate cross department initiatives and maintain efficient executive office operations., • Excellent written and verbal communication skills with the ability to interact professionally with senior leadership and government partners., • Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity, • Advanced proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams., • Experience coordinating corporate events, calendar scheduling and making progressions with self-independent decisions., • Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence., • Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once PREFERRED QUALIFICATIONS / SKILLS • Demonstrated proficiency with management of tactical and strategic communications, marketing, and development of work products, • Project Management knowledge is a prerequisite for this role, • Exceptional customer relationship management highly desirable RESPONSIBILITIES Executive Support • Provide advanced administrative and business support to executive leadership, • Manage complex and dynamic executive calendars, meetings, appointments, and scheduling priorities, • Coordinate domestic and international travel arrangements, itineraries, agendas, expense reports, and check requests, • Prepare correspondence, presentations, reports, spreadsheets, memoranda, and confidential documents, • Support executives with data analysis, operational reporting, and project coordination, • Serve as a liaison between executives and internal/external stakeholders while maintaining professionalism and confidentiality, • Track priorities, deadlines, and follow-up items to ensure timely completion of tasks and initiatives, • Handle all expense reports and submissions Meeting & Event Coordination • Coordinate leadership meetings, company events, conferences, and employee functions, • Manage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams support, • Prepare meeting agendas, materials, and follow-up documentation as needed, • Provide support for classified meetings and maintain working knowledge of applicable procedures and systems, • Assist with company-sponsored events and organizational activities in partnership with internal teams Employee, Visitor & Vendor Support • Serve as the primary point of contact for employees, visitors, and vendors within the facility, • Greet visitors, maintain visitor hospitality standards, and provide sign-in assistance, • Manage visitor control processes, including pre-registration systems, badging protocols, and visitor access procedures, • Support employee onboarding by coordinating office setup, supplies, badges, and workspace orientation, • Coordinate employee recognition and care initiatives, including floral arrangements for bereavement, surgeries, and new babies, • Create and distribute informational announcements, office communications, and event flyers Office Operations & Facility Coordination • Maintain an organized, professional, and fully operational office environment, • Answer and direct incoming phone calls to appropriate personnel, • Oversee office, kitchen, and supply inventory to ensure adequate stock levels and workplace readiness, • Coordinate mail distribution, shipping, postage, and package handling for FedEx, UPS, and USPS, • Maintain office signage, nameplates, décor, and seasonal office decorations, • Support office relocations, workspace changes, vendor coordination, and donation logistics, • Ensure conference rooms, common areas, and supply spaces remain clean, organized, and functional Security & Access Management • Coordinate employee badge distribution and collection in partnership with security personnel, • Maintain access fob and master key inventory records and ensure adherence to security protocols, • Assist employees with office access and workspace assignments as needed Financial & Expense Support • Assist employee’s preparation and submission, • Maintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expenses, • Support administrative budget tracking and financial recordkeeping processes