Office Manager

Description The 30+ year company supports the petrochemical and manufacturing industry domestically and internationally and is positioned along the Gulf Coast providing training, occupational medicine, and innovative solutions to industry.

The Office Manager serves as a key administrative partner to the President & CEO, providing high-level executive support, overseeing day-to-day office operations, and ensuring seamless coordination across leadership priorities. This role manages sensitive and confidential information, supports executive communication and engagement efforts, and acts as a liaison between executive leadership and the Board of Directors. The Office Manager also supervises the Office Administrator, ensuring efficient management of catering, supply orders, and other administrative functions.

Essential Job Responsibilities Executive Support

- Provide direct administrative support to the President & CEO, including calendar management, travel coordination, meeting preparation, and expense reporting.

- Draft, edit, and manage executive correspondence, communications, presentations, and briefing materials.

- Coordinate logistics for internal and external meetings, including executive team meetings, board meetings, and key leadership events.

- Assist with the development of strategic communications, including executive messages, talking points, and social media content aligned with organizational tone and priorities.

Board & Leadership Liaison

- Serve as primary administrative liaison to the Board of Directors, managing meeting logistics, materials, and official communications.

- Maintain board records and ensure timely distribution of agendas, minutes, and reports.

- Support coordination of board committees, governance documentation, and compliance-related tracking as needed.

Office Operations & Supervision

- Oversee daily office operations to ensure a professional, organized, and efficient work environment.

- Supervise and mentor the Office Administrator, delegating responsibilities for catering, office supply orders, and general administrative support.

- Collaborate with internal departments to support company-wide events, staff meetings, and hospitality needs.

- Manage vendor relationships for office services, equipment, and facilities support.

Event & Project Coordination

- Plan and execute internal and external events, including executive retreats, staff celebrations, and special functions.

- Support leadership in preparation for conferences, community engagements, and stakeholder events.

- Assist with ad hoc projects and initiatives that advance organizational priorities and executive effectiveness.

Preferred Skills & Qualifications

- Bachelor’s degree preferred or equivalent combination of education and experience.

- 5+ years of progressively responsible administrative or office management experience, preferably supporting executive leadership.

- Strong organizational, communication, and project management skills.

- High degree of professionalism, discretion, and judgment when handling confidential information.

- Proficient in Microsoft Office Suite, Teams, and presentation software; familiarity with social media and basic design tools preferred.

- Ability to anticipate needs, problem-solve proactively, and operate with composure in a fast-paced, dynamic environment.

Competencies

- Professionalism & Discretion

- Technological Proficiency

- Communication Proficiency

- Leadership

- Organization

- Collaboration Skill

- Initiative

- Time Management

- Proactive/Anticipates Needs

- Thoroughness

Physical Demands

While performing the duties of this job, the employee is regularly required to read, talk or hear. The employee frequently is required to stand, walk, sit, use hands to handle training equipment and tools, reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl. The employee occasionally lifts and/or moves up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

This job is typically in an office environment and will also require travel as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Reporting Responsibilities

The Office Manager reports directly to the President & CEO. This position does have direct reports.