Job Description

Job Description

The Executive Office Administrator is responsible for keeping daily office operations running seamlessly while providing administrative, project, and operational support to multiple executives.

Responsibilities

• Provide high-level administrative support to senior executives, including managing complex calendars, scheduling, and prioritizing meetings.
• Coordinate travel arrangements, prepare expense reports, and process invoices, subscriptions, and honoraria.
• Plan and execute logistics for in-person and virtual meetings and events, including agendas, materials, catering, technology, and follow-up.
• Maintain organized physical and digital files, records, templates, trackers, and contact lists.
• Serve as a liaison with internal staff, external partners, and senior leaders, ensuring effective communication and coordination.
• Support onboarding and orientation activities for new hires and assist visiting executives.
• Oversee day-to-day office operations, ensuring supplies, pantry items, and equipment are stocked, organized, and functioning.
• Manage relationships with vendors, building management, and service providers, including scheduling, oversight, and invoice approvals.
• Handle incoming and outgoing mail, shipping, and office-related requests in coordination with HR, Facilities, and IT teams.
• Provide project management and ad hoc support as needed, while collaborating closely with administrative colleagues across offices.

Qualifications

• Bachelor’s degree required.
• Minimum 10 years of experience supporting senior executives, with progressive responsibility.
• Previous experience in office coordination or facilities management.
• Strong organizational skills with the ability to manage competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with a polished, professional presence.
• Expertise in travel planning, calendar management, and expense reporting.
• Proven ability to maintain confidentiality and exercise discretion.

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