Job Description
Position Summary:
The Office Manager & Executive Assistant serves as a critical operational and administrative partner responsible for creating a seamless, high-touch headquarters experience while supporting executive leadership. This role oversees daily office operations, front-of-house hospitality, facilities coordination, vendor management, employee experience initiatives, and workplace culture programs to ensure a productive, organized, and welcoming environment for employees, candidates, customers, and partners.
In addition, this position provides dedicated executive support to the VP of Client Services & Operations, and Chief of Staff through complex calendar management, travel coordination, meeting preparation, expense management, and confidential communications. The ideal candidate is highly organized, proactive, detail-oriented, and hospitality-minded, with the ability to anticipate needs, solve problems independently, and manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and discretion.
Essential Duties and Responsibilities:
The essential functions include, but are not limited to the following:
Office Management (In-Person)
o Act as the first point of contact and primary host for guests, customers, partners, vendors, and deliveries. Ensure a seamless "red carpet" experience from arrival to departure.
o Partner with the People team to host interview candidates. Manage their onsite schedule, provide office tours, and ensure they feel welcomed and informed throughout their visit.
o Manage relationships with the landlord, building services, and maintenance. Ensure all office equipment (i.e. printers, AV, coffee machines) is functional.
o Regularly walk the office, noting maintenance needs and that public spaces remain neat and orderly.
o Oversee inventory and procurement for office supplies, snacks, and beverages.
o Serve as the central hub for all HQ mail and shipping; manage the secure intake and sorting of daily mail, while proactively coordinating outbound logistics—including new employee welcome packages, client gifting, and bulk shipping projects.
o Coordinate in-office perks (i.e. catered breakfasts) and assist in planning events or office activities. Generate and execute creative ideas to encourage local employees to come and work from the physical office rather than from home.
o Regularly solicit feedback from the team to understand what would make their in-office experience more productive and enjoyable.
o Maintain office security protocols and emergency preparedness plans.
Executive Assistant Support (VP Client Services & Chief of Staff)
o Proactively manage complex calendars, prioritizing urgent meetings and resolving scheduling conflicts.
o Handle end-to-end travel arrangements including flights, hotels, and ground transportation.
o Monitor email inbox for the VP of Client Services prioritizing urgent items and ensuring timely responses.
o Assist the Chief of Staff with event support, expense reports, real estate management and, and provide additional support for the CEO when needed.
o Process monthly expense reports and track budgets for the leadership team.
Minimum Education & Experience Qualifications:
o 3+ years in office management or a high-level administrative role. Experience in luxury hospitality or high-end corporate environments is a major plus.
o Proficiency in Google Workspace (Meet, Docs, Sheets, Slides) or Microsoft 365, and familiarity with Slack.
o Exceptional verbal and written communication skills; you can draft a professional email as easily as you can chat with a delivery driver.
o Ability to handle sensitive company and personal information with absolute confidentiality.
o Act as a "self-starting" partner who anticipates the needs of the office and leadership team; identifies operational gaps and implements solutions independently without requiring oversight or step-by-step instruction.
o A "no task is too small" attitude and the ability to pivot when priorities shift.
o Ability to work from the office 5 days per week during regular office hours.
Core Competencies Required:
o Knowledge and Application: As a highly skilled specialist, contributes to the development of concepts and techniques. Completes complex tasks in creative and effective ways.
o Complexity & Problem Solving: Consistently works on complex assignments requiring independent action and a high degree of initiative to resolve issues. Makes recommendations for new procedures.
o Collaboration & Interaction: Acts independently to determine methods and procedures on new assignments. Often acts as a facilitator and team leader.
Position Summary:
The Office Manager & Executive Assistant serves as a critical operational and administrative partner responsible for creating a seamless, high-touch headquarters experience while supporting executive leadership. This role oversees daily office operations, front-of-house hospitality, facilities coordination, vendor management, employee experience initiatives, and workplace culture programs to ensure a productive, organized, and welcoming environment for employees, candidates, customers, and partners.
In addition, this position provides dedicated executive support to the VP of Client Services & Operations, and Chief of Staff through complex calendar management, travel coordination, meeting preparation, expense management, and confidential communications. The ideal candidate is highly organized, proactive, detail-oriented, and hospitality-minded, with the ability to anticipate needs, solve problems independently, and manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and discretion.
Essential Duties and Responsibilities:
The essential functions include, but are not limited to the following:
Office Management (In-Person)
o Act as the first point of contact and primary host for guests, customers, partners, vendors, and deliveries. Ensure a seamless "red carpet" experience from arrival to departure.
o Partner with the People team to host interview candidates. Manage their onsite schedule, provide office tours, and ensure they feel welcomed and informed throughout their visit.
o Manage relationships with the landlord, building services, and maintenance. Ensure all office equipment (i.e. printers, AV, coffee machines) is functional.
o Regularly walk the office, noting maintenance needs and that public spaces remain neat and orderly.
o Oversee inventory and procurement for office supplies, snacks, and beverages.
o Serve as the central hub for all HQ mail and shipping; manage the secure intake and sorting of daily mail, while proactively coordinating outbound logistics—including new employee welcome packages, client gifting, and bulk shipping projects.
o Coordinate in-office perks (i.e. catered breakfasts) and assist in planning events or office activities. Generate and execute creative ideas to encourage local employees to come and work from the physical office rather than from home.
o Regularly solicit feedback from the team to understand what would make their in-office experience more productive and enjoyable.
o Maintain office security protocols and emergency preparedness plans.
Executive Assistant Support (VP Client Services & Chief of Staff)
o Proactively manage complex calendars, prioritizing urgent meetings and resolving scheduling conflicts.
o Handle end-to-end travel arrangements including flights, hotels, and ground transportation.
o Monitor email inbox for the VP of Client Services prioritizing urgent items and ensuring timely responses.
o Assist the Chief of Staff with event support, expense reports, real estate management and, and provide additional support for the CEO when needed.
o Process monthly expense reports and track budgets for the leadership team.
Minimum Education & Experience Qualifications:
o 3+ years in office management or a high-level administrative role. Experience in luxury hospitality or high-end corporate environments is a major plus.
o Proficiency in Google Workspace (Meet, Docs, Sheets, Slides) or Microsoft 365, and familiarity with Slack.
o Exceptional verbal and written communication skills; you can draft a professional email as easily as you can chat with a delivery driver.
o Ability to handle sensitive company and personal information with absolute confidentiality.
o Act as a "self-starting" partner who anticipates the needs of the office and leadership team; identifies operational gaps and implements solutions independently without requiring oversight or step-by-step instruction.
o A "no task is too small" attitude and the ability to pivot when priorities shift.
o Ability to work from the office 5 days per week during regular office hours.
Core Competencies Required:
o Knowledge and Application: As a highly skilled specialist, contributes to the development of concepts and techniques. Completes complex tasks in creative and effective ways.
o Complexity & Problem Solving: Consistently works on complex assignments requiring independent action and a high degree of initiative to resolve issues. Makes recommendations for new procedures.
o Collaboration & Interaction: Acts independently to determine methods and procedures on new assignments. Often acts as a facilitator and team leader.