Office Admin

Office Administrator / Executive Administrative Assistant

We are seeking a highly organized and proactive Office Administrator / Executive Administrative Assistant to manage daily front desk operations, support executive leadership, and coordinate administrative functions across accounting, human resources, and marketing. This dynamic role requires someone who can thrive in a fast-paced environment, juggle multiple responsibilities, and contribute to a positive and productive workplace culture.

Key Responsibilities

Front Desk & Office Operations

• Serve as the first point of contact for clients, visitors, and team members with a professional and welcoming demeanor.
• Answer and direct incoming calls; manage general email inquiries.
• Maintain a clean, organized, and well-stocked office environment.
• Receive and distribute mail, packages, and deliveries.
• Manage conference room calendars and assist with meeting logistics.

Executive Administrative Support

• Provide full-cycle administrative support to executive leadership, including calendar management, travel coordination, and expense reporting.
• Prepare presentations, reports, and internal communications on behalf of the executive team.
• Maintain discretion and confidentiality in handling sensitive information.

Departmental Coordination

• Accounting: Assist with invoice processing, vendor communications, and light data entry.
• Human Resources: Help with onboarding logistics, employee file management, and coordination of internal HR initiatives.
• Marketing: Support with scheduling campaigns, ordering branded materials, and coordinating marketing events.

Office Management

• Monitor and order office supplies, ensuring cost-effective purchasing.
• Liaise with building management and service providers as needed.
• Organize company events, team meetings, and staff appreciation efforts.

Qualifications

• 3–5 years of administrative or office management experience, preferably in a corporate or professional services setting.
• Excellent organizational, communication, and interpersonal skills.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with project management or HR software a plus.
• Ability to prioritize tasks and manage multiple deadlines with a high level of accuracy and attention to detail.
• Professional, polished, and reliable.

Preferred Attributes

• A self-starter who takes initiative and anticipates needs.
• Enthusiastic team player who contributes to a collaborative work environment.
• Comfortable interacting with all levels of staff, clients, and vendors