Executive Operations Assistant
hace 6 días
Galloway
Job DescriptionSalary: $52,000 - $55,000 Position Summary: This role serves as the operational heartbeat of the office and executive team. The Executive Assistant/Office Manager oversees the Office Coordinator, manages daily office operations and vendor relationships, and provides hightouch administrative support to the President and leadership team. The ideal candidate is detailobsessed, an excellent communicator, and a confident project manager capable of balancing confidential executive work with handson office needs and deadlinedriven proposal coordination. Duties/Responsibilities: Executive Support • Execute assigned tasks and special projects for the President and senior leadership., • Manage executive calendars, meeting logistics, followup tasks, and priority communications; assist with inbox management as needed., • Arrange meals, catering, and lunch orders., • Receive, triage, and route timesensitive communications from phone, email, and office mail., • Coordinate executive travel, hotel arrangements, and itineraries., • Prepare reports, briefing materials, and presentations., • Research and secure conference/event registrations, travel details, and materials; purchase necessary supplies or equipment., • Support onsite and offsite executive meetings (room setup, A/V, materials, attendee coordination)., • Prepare basic marketing materials such as flyers, banners, and event collateral. Office Management & Facilities • Provide baseline IT and Office application support; coordinate computer setup, WiFi access, and escalate issues to the IT vendor when needed., • Oversee ordering, tracking, and inventory of office supplies, cleaning products, and employeerequested items for both inoffice and remote staff; maintain stocked and organized shared spaces., • Order and track marketing materials, promotional items, client giveaways, and business cards., • Ensure functionality of office equipment (A/C, heating, printers, scanners, postage equipment); coordinate maintenance and repairs., • Manage inbound and outbound shipping., • Partner with the Office Coordinator to ensure exceptional phone and reception support., • Provide administrative support for meetings with supervisors, management, and vendors., • Manage vendors and subscriptions (e.g., cleaning, water, shredding, office supplies) and maintain relationships with the buildings maintenance team., • Maintain a tidy, professional, and welcoming office environment., • Track and reconcile office supply expenses and purchasing records., • Coordinate employee culture activities, including monthly birthday celebrations and monthly Free Food Friday., • Complete errands and ad hoc office tasks as needed. Event Planning & Culture • Order client appreciation and holiday gifts; manage inventory and delivery., • Plan and organize office celebrations. Qualifications & Competencies: • 4+ years in a combined Executive Assistant and/or Office Manager role supporting senior leadership., • Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint/OneDrive); strong document formatting and version control., • Demonstrated experience managing vendors, facilities, and office equipment., • Proven ability to read and interpret RFPs, follow submission instructions, and manage compliance checklists., • Excellent written and verbal communication; strong proofreading and attention to detail., • High integrity with confidential information; sound judgment and followthrough., • Valid drivers license or reliable transportation for errands and offsite tasks. Preferred Qualifications • Familiarity with basic desktop publishing and other software (e.g., Nitro Pro, Canva, PowerPoint, and Adobe Acrobat Reader), • Prior work in professional services, consulting, insurance/TPA, or risk/claims services is a plus. Physical Requirements: • Prolonged periods of sitting at a desk and working on a computer., • Must be able to lift 20 pounds.