Office Manager

We are seeking a highly organized, proactive, and versatile Office Manager/Exec Assistant

to support four senior executives and ensure the smooth day-to-day operations of our office. This dual-role position is critical in maintaining organizational efficiency, managing executive needs, and overseeing all administrative and facility-related functions. The ideal candidate is detail-oriented, an excellent communicator, and capable of multitasking in a dynamic work environment.

Key Responsibilities:

Executive Support:

- Provide high-level administrative support to 4 executives

- Prepare correspondence, reports, presentations, and other confidential documents.

- Manage incoming and outgoing communications (email, phone, mail) on behalf of executives.

- Assist with the planning and execution of executive meetings, including agenda preparation and minute-taking.

- Ensure executives are well-prepared and briefed for meetings, events, and travel.

Office Management:

- Oversee the day-to-day operations of the office to ensure it runs smoothly and efficiently.

- Manage office supply inventory and place orders as needed.

- Maintain organized filing systems and ensure proper retention, protection, and disposal of records.

- Handle data entry and maintain internal databases and documentation.

- Work with HR to establish and implement office policies and procedures for optimal workflow.

- Serve as the main point of contact for building management, vendors, and service providers.

- Coordinate repairs and maintenance for office facilities, including managing 3rd-party contractors and vendors.

- Set up and manage all office/shop services, utilities, and contracts.

Staff & Operational Support:

- Support company staff and management with general administrative tasks.

- Schedule and coordinate internal and external meetings and manage conference room usage.

- Manage company communication channels, ensuring timely responses and clear communication.

- Coordinate and order meals for meetings, work events, and visitor engagements.

- Manage and maintain IT equipment inventory; coordinate equipment needs and setup for staff.

- Provide regular reports on office operations and identify areas for process improvements.

Qualifications:

- 5+ years of experience as an Executive Assistant, Office Manager, or similar administrative role.

- Experience supporting C-level or executive leadership strongly preferred.

- Exceptional organizational and time-management skills.

- Strong written and verbal communication skills.

- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and experience with cloud-based office tools.

- Proven ability to handle confidential information with discretion.

- Strong problem-solving abilities and a proactive, solution-oriented mindset.

- Familiarity with vendor management, facility coordination, and office systems.