Executive Assistant/Office Administrator

Executive Assistant / Office Administrator

We’re seeking an organized, proactive, and professional Executive Assistant / Office Administrator to provide thoughtful support across both executive priorities and daily office operations for a small, executive team. This role is a great fit for someone who enjoys variety, takes pride in creating order, and is comfortable balancing administrative support, office coordination, scheduling, communication, research, and follow-through. There is opportunity for this role to grow over time based on performance, trust, and organizational needs.

Position Details

This position is in-person (9AM - 5PM) with the option of working from home on Fridays with occasional evenings and travel.

This position is eligible for company-sponsored health insurance and participation in the company’s 401(k) plan with matching, subject to applicable waiting periods, plan terms, and eligibility requirements.

Executive Calendar Management: Manage executive calendars, schedule meetings, coordinate appointments, and help prioritize competing commitments.

Communication Support: Monitor and organize inboxes as requested, draft routine correspondence, respond to basic inquiries, and route messages appropriately.

Travel Coordination: Book flights, hotels, transportation, and reservations; prepare itineraries; track confirmations; handle travel changes as needed.

Office Operations: Keep the office organized, stocked, and running smoothly; manage office supplies, equipment, mail, deliveries, and general office needs.

Vendor Coordination: Communicate with office vendors, service providers, building management, IT support, cleaners, maintenance providers, and delivery services.

File and Record Organization: Maintain digital and physical filing systems, organize records, update contact lists, and keep shared documents current.

Office Communications: Share office updates, coordinate internal announcements, maintain office calendars, and help keep team members informed.

Data Entry: Enter and update information in spreadsheets, CRM systems, contact databases, project trackers, or internal systems.

Mail and Shipping: Sort mail, prepare outgoing packages, coordinate couriers, manage postage, and track shipments.

Errands: Occasional pickup/drop off of items; restock office supplies; post office/shipping

Confidential Administrative Support: Handle confidential documents, sensitive communications, personnel information, financial materials, and executive matters with discretion.

Research: Conduct research as needed to support executive, office, and administrative priorities, including gathering information, comparing options, summarizing findings, identifying vendors or service providers, researching products or services, preparing basic background materials, and organizing information in a clear, useful format for review.

Special Projects: Assist with ad hoc administrative projects, office improvements, research tasks, process updates, and executive support needs as assigned.

Requirements

· Must have a valid driver’s license

· Must have reliable transportation

· Must be able to lift and carry up to 25lbs. with or without reasonable accommodation

· Must be able to sit at a desk and use a computer for routine administrative tasks.

The ideal candidate is:

· Highly organized and detail-oriented

· Professional, warm, and approachable

· Reliable, dependable, and consistent

· Proactive and willing to take ownership of tasks

· A strong communicator, both written and verbal

· Resourceful and solutions-oriented

· Flexible and willing to jump in as needed

· Tech-capable and comfortable with calendars, email, documents, spreadsheets, and basic office systems

· Skilled at coordinating schedules, vendors, meetings, and logistics

Equal Employment Opportunity

We are an equal opportunity employer and consider all qualified applicants without discrimination based on race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, national origin, ancestry, age, disability, military status, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodations

Reasonable accommodations are available for qualified applicants and employees with disabilities, as required by applicable law. Applicants who require…