Executive Assistant

We are seeking a proactive and highly organized Executive Assistant & Office Manager to serve as a critical support resource for our executive team while ensuring the smooth day-to-day operations of the office. This dual-role position requires someone who can provide top-tier administrative support, manage reception duties, and handle office management tasks with professionalism and efficiency. The ideal candidate is a resourceful problem-solver, excellent communicator, and multitasker who thrives in a fast-paced environment. 

Key Responsibilities:

• Serve as the first point of contact for visitors, ensuring a warm, welcoming, and professional environment. 
• Answer and direct phone calls, emails, and inquiries promptly and courteously. 
• Manage incoming and outgoing mail, packages, and deliveries. 
• Maintain the reception area to reflect a polished professional image of the company. 
• Coordinate onsite meetings for clientsand other external stakeholders.  
• Support the internal teams with coordination of meetings as needed.   
• Oversee office supplies, equipment, and vendor relationships to ensure the office runs smoothly. 
• Coordinate with IT and facilities management to address office needs. 
• Manage meeting room bookings, set up conference rooms, and maintain communal spaces. 
• Provide high-level administrative support to the executive team, including calendar management, meeting coordination, travel arrangements, and expense reporting. 
• Prepare meeting agendas, take minutes, and follow up on action items as needed. 
• Manage confidential information with discretion and professionalism. 
• Support special projects, presentations, and reports requested from the Executive team as needed. 

Qualifications:

• 1+ years of experience in an executive assistant, office manager, or receptionist role. 
• Strong organizational and time management skills with a high degree of attention to detail.
• Excellent written and verbal communication skills. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management tools (e.g., Slack, Zoom). 
• Experience supporting office visitors or clients in an office environment.  
• Ability to handle confidential information with discretion. 
• Ability to prioritize a variety of tasks independently.  
• A positive attitude and strong problem-solving skills. 
• Experience working in a fast-paced environment. 
• Knowledge of office safety protocols and vendor management (preferred)