Executive Assistant & Office Manager
Location: Cockeysville,Maryland,United States
Job Summary
The Executive Assistant & Office Manager provides high-level administrative and operational support to assigned senior executives while overseeing the efficient day-to-day operation of the corporate headquarters. This role serves as a trusted partner to executive leadership by managing schedules, communications, travel, meetings, projects, office services, facilities coordination, vendors, and workplace operations.
Essential Functions
Executive Support
Manage complex executive calendars, coordinate internal and external meetings, prioritize competing requests, and resolve scheduling conflicts.
Anticipate upcoming commitments, preparation needs, deadlines, and potential conflicts.
Coordinate meeting logistics, including participants, meeting space, technology, catering, materials, and guest arrangements.
Prepare, edit, proofread, and organize agendas, presentations, briefing materials, correspondence, reports, and other executive documents.
Attend meetings as requested to capture notes, decisions, action items, and follow-up requirements.
Arrange travel, prepare detailed itineraries, address travel disruptions, and process expense reports accurately and timely.
Manage executive communications and inboxes as assigned, including prioritizing messages and responding on behalf of executives when authorized.
Serve as a professional point of contact for employees, clients, business partners, and other stakeholders seeking access to assigned executives.
Maintain confidential executive records, files, contacts, and information with the highest level of discretion.
Exercise independent judgment in determining when matters should be escalated to executive leadership and when they can be resolved independently.
Project & Administrative Support
Support executive-led initiatives, strategic priorities, and special projects through coordination, project tracking, and follow-up on action items and deliverables.
Coordinate executive recognition, hospitality, events, and relationship-building activities.
Assist with preparation and distribution of executive communications and organizational announcements.
Monitor project timelines and proactively identify potential delays, risks, or resource needs.
Provide responsive administrative support for evolving priorities and day-to-day executive needs.
Support board, leadership, and committee meetings as assigned.
Team Management & Oversight
Provide day-to-day management and oversight for reception staff, including scheduling, attendance management, paid time off approval, workload coordination, coaching, and development.
Establish performance expectations, support goal setting, conduct performance discussions, and address performance concerns in partnership with Human Resources as needed.
Ensure consistent front-desk coverage and professional experience for employees, clients, visitors, and business partners.
Train, mentor, and support reception staff to promote operational excellence, service quality, and continuous improvement.
Office Operations & Vendor Management
Oversee daily office operations and workplace services to maintain a professional, organized, and efficient work environment.
Manage office supplies, workplace resources, mail and courier services, and related administrative processes.
Coordinate support and oversight for additional locations or remote office needs as assigned.
Review and process office-related invoices and expenses in accordance with established approval procedures.
Maintain vendor relationships and serve as a primary point of contact for service providers, building management, and contractors.
Negotiate service arrangements and coordinate vendor performance reviews when appropriate.
Monitor office operating expenses and identify opportunities to improve efficiency and reduce costs.
Provide operational coverage and support to maintain continuity of office services and communications.
Facilities and Workplace Management
Coordinate routine maintenance, repairs, cleaning services, equipment servicing, and workplace improvements.
Respond to facility-related concerns and ensure timely resolution through appropriate internal or external resources.
Ensure common areas, office equipment, furnishings, and workplace amenities are maintained in a professional and functional condition.
Support office moves, expansions, renovations, closures, and workspace reconfigurations, including but not limited to furniture procurement, setup, and occupancy coordination.
Coordinate furniture procurement, installation, and workspace setup.
Manage workspace reservations and office setup requirements for employees, visitors, contractors, and temporary staff.
Partner with internal departments to support workplace experience initiatives that foster employee engagement and productivity.
Safety, Security, & Records Management
Administer office access and security processes, including activation and deactivation of building credentials.
Coordinate workplace safety equipment, inspections, emergency preparedness activities, and related service requirements.
Maintain emergency contact information, evacuation procedures, and workplace safety documentation.
Oversee records storage, document retention, secure document destruction, and related records management services in accordance with company policies.
Support compliance with applicable workplace safety, security, and operational standards.
Additional job duties as assigned.
Minimum Education/Abilities/Skills
Associate's degree required; Bachelor's degree preferred.
Minimum of 5 years of progressively responsible executive support experience required.
Prior experience supporting senior executives, C-suite leaders, or company owners strongly preferred.
Previous office management, facilities coordination, workplace operations, or vendor management experience preferred.
Experience coordinating executive travel, meetings, and special projects.
Exceptional organizational, prioritization, and time management skills.
Strong written and verbal communication skills.
Ability to maintain confidentiality and handle sensitive information with discretion.
Demonstrated ability to exercise sound judgment and make decisions independently.
Strong interpersonal skills with the ability to interact professionally across all levels of the organization.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Strong project coordination and follow-through skills.
Ability to manage multiple priorities and adapt quickly to changing business needs.
Customer-service mindset with a proactive and solutions-oriented approach.
Ability to work independently with minimal supervision while maintaining a high level of accuracy and attention to detail.
Compensation
The base salary range for this position is $80,000 to $100,000 annually. Individual compensation will be determined based on a variety of factors including relevant experience, skills, education, and internal equity.