Office Manager and EA to C-Suite

We are seeking an organized, proactive, and energetic Office Manager and Executive Assistant to C-Suite executives to keep our office location running efficiently while providing high-level administrative support to multiple C-Suite leaders. This role involves handling highly confidential information, managing competing priorities, and operating independently with sound judgment. The ideal candidate will demonstrate strong communication, organizational, and multitasking skills to support day-to-day business operations and executive leadership effectively.

• Technical Skills:
  • Proficiency in Microsoft Word and PowerPoint
  • Intermediate to advanced Excel skills
  • Familiarity with Adobe Acrobat and general internet navigation
  • Knowledge of standard office equipment and operations
• Organizational Skills:
  • Excellent time management and prioritization abilities
  • Strong attention to detail and accuracy
  • Ability to manage multiple tasks under tight deadlines
• Communication Skills:
  • Superior written and verbal communication
  • Strong grammar, proofreading, and interpersonal abilities
• ATTRIBUTES & CHARACTERISTICS
  • High level of discretion and integrity
  • Independent and resourceful self-starter
  • Thrives in fast-paced, dynamic environments
  • Detail-oriented with a commitment to excellence
  • Team player with the ability to collaborate and support colleagues
  • Empathetic, approachable, and solutions-oriented
• PRIMARY CONTACTS:
  • Internal: Senior Management and all internal departments
  • External: Customers, Board of Directors, Financial Institutions
• WORKING CONDITIONS:
  General Working Environment:
  • Standard office setting with a professional and collaborative atmosphere.
  Physical Requirements:
  • Primarily sedentary role requiring prolonged periods of sitting.
  • Frequent use of computer and office equipment for typing, screen reading, and document preparation.
  • Regular communication via phone and in person; must be able to hear and speak clearly and effectively in English.
  • Occasional lifting of office materials and supplies, up to 10 pounds.
  • May require extended hours on occasion to meet deadlines or support executive needs.

• Office Management/Marketing
  • Oversee and manages the daily office operations to maintain a productive and professional work environment.
  • Establish and monitor company wide office standards and improvements including signage, art work, photography, amenities for employees and chauffeurs.
  • Report directly to multiple C-Suite executives and act as a liaison among them.
  • Serve as the first point of contact for all visitors—greeting guests and ensuring their needs are met.
  • Handle incoming and outgoing mail, prepare special deliveries, manage postage equipment, and maintain shipping supplies.
  • Coordinate with property management and vendors on all building maintenance issues.
  • Monitor and replenish office supplies and equipment.
  • Plan and coordinate internal company events, meetings, team-building activities, and office celebrations.
  • Develop, implement, and monitor KPIs for all social media platforms. Utilize a content calendar tool and incorporate external graphics provided to Marketing, subject to review by the Marketing Director.
• Executive Administrative Support (C-Suite)
  • Manage complex calendars, schedule meetings, and coordinate appointments for multiple executives.
  • Manage expense reporting; draft correspondence and communications.
  • Arrange domestic and international travel, including itineraries and meeting materials.
  • Ensure schedules are organized and priorities are met by acting as a gatekeeper and liaison.
  • Provide timely reminders and updates to executives on upcoming obligations and deadlines.
  • Maintain confidentiality and exercise sound judgment in handling sensitive matters.
  • Answer and screen phone calls, prepare presentations, and create financial spreadsheets.
  • Support and guide staff on administrative processes as needed.
  • Other duties as assigned.