Executive Assistant & Office Manager

We’ll trust you to:

• Executive & Leadership Support
• Provide comprehensive administrative support to local leadership, as needed, enabling effective leadership and efficient operations.
• Manage calendars, schedule meetings, and coordinate logistics to ensure optimal time management and preparedness.
• Handle and prioritize incoming communications, exercising sound judgment, discretion, and professionalism.
• Prepare presentations, documents, reports, and materials for internal and external use.
• Coordinate travel arrangements, including flights, lodging, ground transportation, and itineraries.
• Monitor and manage expenses, reimbursements, and invoices in accordance with company policies.
• Conduct research and gather information to support decision-making as requested.
• Maintain confidentiality and professionalism when handling sensitive or confidential information.
 
• Office Management & Front Desk Operations
• Serve as the primary, in-office presence at the front desk, acting as a visible and professional representative of the firm.
• Greet and assist visitors, support meetings, and ensure a welcoming experience for employees, clients, and guests.
• Oversee day-to-day office operations, ensuring the office environment is organized, functional, and professional at all times.
• Manage office supply inventory across offices, anticipating needs, placing orders, and expediting deliveries as needed.
• Coordinate maintenance and functionality of office equipment; evaluate new equipment or processes when appropriate.
• Handle mail, packages, shipping, filing, scanning, and general clerical tasks as needed.
 
• Events, Meetings & Coordination
• Coordinate and support national and local meetings, events, and internal gatherings, including space planning, catering, materials preparation, and logistics.
• Prepare agendas, capture and distribute meeting minutes when required, and track follow-up actions.
• Support firm-wide initiatives and special projects as assigned.

You'll need to have:

• Minimum of 5 years of experience in an executive assistant, administrative, office management, or similar role, preferably in a professional services or fast-paced environment.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines simultaneously.
• High level of professionalism, discretion, and comfort handling confidential information.
• Proactive, resourceful, and able to anticipate needs and take initiative independently.
• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Demonstrated proficiency with Microsoft Office (Word, PowerPoint, Excel), with advanced Excel skills preferred.
• Demonstrated executive presence and ability to represent the firm with professionalism and confidence.
• Positive, collaborative approach with the ability to work effectively across teams and with firm leadership.
 
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the role. Duties and responsibilities may change, or new ones may be assigned at any time with or without notice.