Executive Assistant & Office Manager

Position Summary

The Executive Assistant & Office Manager provides comprehensive administrative, operational, and office management support to senior leadership while ensuring the efficient day-to-day operation of the office. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will serve as a trusted partner to executives and act as a key point of coordination for employees, visitors, vendors, and external stakeholders.

Key Responsibilities

Executive Support

• Manage complex executive calendars, appointments, and scheduling across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare meeting agendas, presentation materials, reports, and briefing documents.
• Organize leadership meetings, town halls, business reviews, and executive events.
• Record meeting notes, track action items, and follow up on deliverables when required.
• Screen and prioritize communications, ensuring timely responses and appropriate escalation.
• Handle confidential and sensitive information with the highest degree of professionalism and discretion.
• Support expense reporting, purchase requests, budget tracking, and administrative processes.

Office Management

• Oversee daily office operations to ensure a productive, safe, and professional work environment.
• Manage office facilities, equipment, supplies, and vendor relationships.
• Coordinate office maintenance, repairs, and workplace services.
• Serve as the primary contact for building management, contractors, and service providers.
• Support workplace health, safety, and compliance requirements.
• Manage visitor registration, reception processes, and office access controls.
• Plan and coordinate employee engagement activities, team events, celebrations, and office programs.
• Monitor office-related budgets and expenditures and identify opportunities for cost optimization.

Administrative & Operational Support

• Coordinate onboarding and offboarding activities in partnership with Human Resources and IT teams.
• Manage procurement activities, including purchasing office supplies and services.
• Maintain office records, inventories, and administrative documentation.
• Support internal communications and organizational announcements.
• Assist with project coordination and special initiatives as assigned.
• Foster a positive workplace culture and employee experience.

• Bachelor's degree or equivalent work experience.
• 5+ years of experience in Executive Assistant, Office Manager, Administrative Manager, or related roles.
• Strong proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills in English.
• Strong organizational and project management skills.
• Ability to prioritize competing demands and meet deadlines under pressure.
• High level of discretion and ability to manage confidential information.
• Strong interpersonal and stakeholder management skills.
• Experience working in a multinational and matrixed organization is preferred.

Key Competencies

• Executive Presence
• Professional Judgment
• Discretion and Confidentiality
• Attention to Detail
• Problem Solving
• Communication Skills
• Stakeholder Management
• Time Management
• Adaptability and Flexibility
• Customer Service Orientation