Office Manager & Executive Assistant to General Manager

Job Summary
We are seeking a dynamic and highly organized Office Manager & Executive Assistant to support our General Manager and oversee daily office operations. This pivotal role combines administrative excellence with office management expertise, ensuring smooth workflow, efficient scheduling, and effective communication across all departments. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional multitasking abilities, and possess strong leadership skills to supervise staff and coordinate essential functions. Your proactive approach will help foster a productive work environment while managing vendor relationships, financial tasks, and human resources responsibilities with precision and professionalism.

Executive Assistant to General Manager – Key Responsibilities

Executive & Administrative Support

• Serve as the primary executive support to the General Manager, managing schedules, meetings, travel, and priorities
• Prepare agendas, presentations, reports, and follow-up action items
• Handle confidential, sensitive, and time-critical information with discretion and professionalism
• Act as a gatekeeper and liaison between the General Manager and internal teams, customers, vendors, airlines, and partners
• Manage and prioritize communications, ensuring timely responses and execution

Accounting, Financial & Reporting Support

• Assist by providing limited and periodic accounting-related support, such as:
• data entry, invoice review, billing coordination, cost verification, and financial tracking
• billing accuracy, rate approvals, and discrepancy resolution
• expense reporting, budget tracking, and cost analysis
• prepare operational, financial, and performance reports as directed for leadership review
• coordinate with accounting to ensure timely and accurate information flow

Food Safety Compliance & Documentation Support

• Assist with food safety audits, compliance initiatives, and documentation requirements
• Support SOP development, process documentation, and internal controls
• Maintain organized records

Project Management & Leadership Support

• Coordinate cross-functional projects and initiatives led by the General Manager
• Track deadlines, deliverables, and accountability across departments
• Support process improvement initiatives and operational efficiencies
• Step in with a leader-like presence to help drive execution or implementations and accountability when needed

Flexibility & Additional Responsibilities

• Perform additional tasks, assignments, and special projects as requested by the General Manager
• Adapt quickly to changing priorities, operational challenges, and business needs
• Offer availability and support outside standard working hours, as required,

TSA / CCSF Administrative and Coordination Support

As a Certified Cargo Screening Facility (CCSF), the company must maintain strict compliance with TSA regulations. You will support the General Manager and designated security personnel with administrative and coordination tasks related to TSA compliance, including:

• Maintain TSA-required documentation and records in accordance with CCSF regulations
• Support employee compliance with TSA training, including tracking initial and recurrent training
• Maintain organized training logs, certifications, and security-related records
• Assist with preparation for TSA inspections, audits, and regulatory reviews
• Coordinate documentation related to Known Shipper status, chain of custody and screening procedures
• Support updates to TSA-related SOPs and internal compliance documentation
• Serve as an administrative point of contact for TSA-related communications, under the direction of the General Manager

Office Manager – Key Responsibilities

Responsible for ensuring efficient day-to-day operations of the workplace

· Vendors: negotiate contracts and spearhead relationships with service providers

· Financial: manage the office budget, track operational expenses

· Resources: monitor and order office supplies and oversee seating or desk allocation(s)

· Facilities: responsible for identification and implementation of office repairs and or maintenance inside and outside the building

· Human Resources: Assist with the onboarding of new hires and ensuring employees have the necessary resources, coordinate staff training and support performance tracking

· Culture: Act as the central point of contact for internal comm…