Administrative Support

Executive Assistant / Office Manager Job Summary 

We are seeking an organized and proactive Executive Administrative Assistant and Office Manager to join our organization in the Durham, NC office. This Executive Assistant provides support to a group of individuals by handling correspondence, managing calendars and appointments, arranging conferences, making travel arrangements, and providing other administrative tasks. A strong administrative assistant candidate will excel at organization, management of multiple peoples' time and expectations, juggling shifting priorities, have a self-starter attitude, and getting things done before others recognize the need. In addition, this role requires solid financial acumen including comfort working with budgets, purchase orders, and basic financial reporting and strong spreadsheet skills (e.g., Excel/Google Sheets) to track spend, reconcile information, and produce clear summaries. 

Executive Assistant Duties and Responsibilities 

Support a team of executives with administrative tasks, especially management of calendars. Leaders are across the US, thus time zone management must be flexible. In office hours are Tuesday through Thursday, 8:30am to 5pm ET. 
 
Plan and schedule meetings, presentations, other office-related events, and travel arrangements; send reminders regarding upcoming appointments. 
 
Welcome onsite visitors to our office for executive meetings. 
 
Maintain trackers in Excel/Google Sheets (e.g., spend logs, vendor lists, action items) and provide timely, accurate status updates. 

Coordinate and support office engagement events and onsite meetings (e.g., team events, hosted lunches, and celebrations), including managing catering requests, collecting dietary requirements, coordinating delivery logistics, and overseeing event setup/cleanup in partnership with vendors. 

Serve as a key point of contact for the executives, triaging inbound requests, exercising sound judgment on prioritization, and ensuring timely follow-through. 

Increase meeting effectiveness by coordinating agendas and pre-reads, capturing action items and decisions, and tracking follow-ups to completion. 

Manage end-to-end travel planning and logistics, including itinerary coordination, policy-compliant booking, and rapid adjustments when plans change. This includes international travel coordination for visas, UK Travel Applications, etc. 

Provide light project coordination support for cross-functional initiatives (e.g., onboarding/offboarding logistics, office initiatives), including timelines, status tracking, and risk/issue escalation. 

Continuously improve administrative and office processes by creating and maintaining templates, checklists, and repeatable workflows. 

Draft, edit, and format internal communications and materials on behalf of the executives, ensuring clarity, professionalism, and appropriate tone.