Executive Assistant Office Manager

Position Overview:

We are seeking a highly organized, proactive, and resourceful Executive Assistant / Office Manager to join our team. This dual-role position is essential in ensuring the seamless operations of our HQ2 Office and providing high-level support to our senior and local leadership. Responsibilities include managing complex calendars, organizing regional events of all sizes, assisting with tools and processes to keep the teams coordinated and connected, and providing support with various projects.

A successful candidate will help build a positive team environment and establish working relationships inside and outside of the organization. Ability to handle confidential information, maintain professionalism in dealing with executives, and a strong ability to communicate at all levels is necessary. This is a full time, hourly position.

Employees located in the Greater Chicagoland Area or Dallas/Frisco area are currently expected to work from the office 1 day per week; however, this is subject to change.

Front Desk Presence Tuesday – Thursday | 8:30am – 4:30pm

Key Responsibilities:

Executive Support

• Provide comprehensive administrative support to 2 Vice Presidents including calendar management, travel arrangements, meeting coordination, correspondence, and expenses
• Track and help drive completion of key deliverables and follow up on outstanding items
• Act as a liaison between senior leadership and various departments
• Handle confidential information with discretion and professionalism

Office Management

• Oversee day-to-day operations of the office and maintain local relations with property manager - including building access, system maintenance, cleaning staff, and security
• Coordinate meeting spaces and desk availability for Avant staff, partners, and providers
• Plan and organize all in-office events and assist with regional events of all sizes
• Manage reception duties, including managing guests and regulating foot traffic
• Work with various departments to manage office financials
• Serve as BattleLab Technology expert and support IT staff as necessary
• Handle all incoming and outgoing mail (USPS, FedEx, deliveries)
• Perform other duties and tasks as assigned