Executive Assistant

Summary

The Executive Assistant/Office Manager is responsible for ensuring the smooth daily operations of the office while providing high-level administrative support to senior executives. This dual-purpose position requires a highly organized, adaptable, and proactive individual who is physically present in the office and can manage office logistics, streamline operations, and support executives in a fast-paced, dynamic environment.

Responsibilities

Office Management

• Office Operations: Oversee day-to-day office operations, including ordering supplies, maintaining office equipment, coordinating repairs, and liaising with vendors. This person should have the willingness to maintain flexibility with working hours, though a normal workday. 
• Guest Relations: Register, greet, and act as a point of contact for business associates, maintaining positive relationships and handling requests with care and professionalism. Coordinate office space for employees visiting from other offices.
• Facilities Management: Ensure the office space is clean, organized, and conducive to productivity; work with building management and IT for equipment repairs, maintenance issues and office moves. 
• Meeting Management: Coordination of internal and external meetings, including logistics planning, reserving conference rooms, scheduling videoconferencing, and catering if needed.

Executive Assistance

• Calendar Management: Manage complex executive calendars, schedule meetings, and resolve conflicts proactively.
• Travel Coordination: Arrange domestic and international travel, including flights, accommodations, and ground transportation.
• Expense Administration: Processing invoices and expense reports for designated leaders.
• Coordination with other Executive Assistants: Communicate and coordinate effectively with other Executive Assistants regarding meeting planning and preparation, travel arrangements, and scheduling.
• Communication: Draft, edit, and send emails, letters, and other communications on behalf of executives; screen and respond to incoming inquiries.
• Conference Attendance and Speaking Engagements:  Register employees for professional conferences; manage speaking engagements for executives, including coordination with conference or event host, provision of required materials. Keep record of all conferences HEN team attends.

Shared Service Support

• Employee Onboarding: Coordinate onboarding activities, including preparing welcome kits, scheduling orientation sessions, and liaising with IT for system access.
• Engagement Activities: Organize HEN team events, meetings, conferences, and off-site activities; proactively coordinate logistics and ensure seamless execution.
• Special Projects: Take on ad-hoc tasks and special projects, collaborating with cross-functional teams and executive goals as needed.
• Shared Services Collaboration: Act as a liaison between HR, finance, IT, and operations teams, ensuring smooth communication and task completion.
• Policy Updates: Assist in disseminating and updating office policies, procedures, and employee handbooks.
• Weekly Reporting: Assist in compiling and disseminating weekly reports to executives.

Education and Experience

• Education: Bachelor’s degree preferred or equivalent experience in office management, executive support, or HR support roles
• Experience: Minimum of 10 years of relevant work experience
• Certifications: A notary public certificate is required or must be obtained

Skills

• Technical: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams); experience with HRIS, Zoom, and project management tools is desirable.
• Organizational Skills: Exceptional time management, task flexibility, detail-oriented, and ability to independently perform multiple tasks with little or no supervision.
• Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with clients, executives, and team members.
• Professional Mindset: Has a strong sense of responsibility and emotional maturity with proven ability to work well in and contribute to a team environment.
• Problem-Solving Skills: Ability to