Position Summary
The Executive Assistant & Office Manager provides comprehensive administrative, operational, and office management support to senior leadership while ensuring the efficient day-to-day operation of the office. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will serve as a trusted partner to executives and act as a key point of coordination for employees, visitors, vendors, and external stakeholders.
Key Responsibilities
Executive Support
- Manage complex executive calendars, appointments, and scheduling across multiple time zones.
- Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
- Prepare meeting agendas, presentation materials, reports, and briefing documents.
- Organize leadership meetings, town halls, business reviews, and executive events.
- Record meeting notes, track action items, and follow up on deliverables when required.
- Screen and prioritize communications, ensuring timely responses and appropriate escalation.
- Handle confidential and sensitive information with the highest degree of professionalism and discretion.
- Support expense reporting, purchase requests, budget tracking, and administrative processes.
Office Management
- Oversee daily office operations to ensure a productive, safe, and professional work environment.
- Manage office facilities, equipment, supplies, and vendor relationships.
- Coordinate office maintenance, repairs, and workplace services.
- Serve as the primary contact for building management, contractors, and service providers.
- Support workplace health, safety, and compliance requirements.
- Manage visitor registration, reception processes, and office access controls.
- Plan and coordinate employee engagement activities, team events, celebrations, and office programs.
- Monitor office-related budgets and expenditures and identify opportunities for cost optimization.
Administrative & Operational Support
- Coordinate onboarding and offboarding activities in partnership with Human Resources and IT teams.
- Manage procurement activities, including purchasing office supplies and services.
- Maintain office records, inventories, and administrative documentation.
- Support internal communications and organizational announcements.
- Assist with project coordination and special initiatives as assigned.
- Foster a positive workplace culture and employee experience.
- Bachelor's degree or equivalent work experience.
- 5+ years of experience in Executive Assistant, Office Manager, Administrative Manager, or related roles.
- Strong proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
- Excellent verbal and written communication skills in English.
- Strong organizational and project management skills.
- Ability to prioritize competing demands and meet deadlines under pressure.
- High level of discretion and ability to manage confidential information.
- Strong interpersonal and stakeholder management skills.
- Experience working in a multinational and matrixed organization is preferred.
Key Competencies
- Executive Presence
- Professional Judgment
- Discretion and Confidentiality
- Attention to Detail
- Problem Solving
- Communication Skills
- Stakeholder Management
- Time Management
- Adaptability and Flexibility
- Customer Service Orientation