Summary :
We are seeking a highly organized, detail-driven Executive Administrative Assistant to support our President and senior leadership team while also serving as the go-to resource for day-to-day office operations. This dynamic role requires a confident multitasker with strong administrative experience, exceptional communication skills, and the ability to keep people and processes on track.
In addition to high-level executive support, this role plays a key part in managing general office functions and will take the lead in coordinating logistics for our upcoming office expansion and relocation.
Key Responsibilities :
Executive & Administrative Support
- Provide direct administrative support to the President and senior leaders, including calendar management, meeting coordination, and travel arrangements.
- Prepare, proofread, and manage business correspondence, reports, memos, and presentations.
- Coordinate and facilitate meetings by preparing agendas, managing logistics, taking meeting notes, and ensuring timely follow-up on action items.
- Track and submit expense reports, monitor budgets, and assist with financial documentation as needed.
- Receive and manage internal and external communications with professionalism, discretion, and accuracy.
Office Management & Operations
Oversee daily office operations to ensure a clean, organized, and efficient working environment.Act as liaison with building management, vendors, and service providers (cleaning, IT support, equipment repair, etc.).Manage office supply inventory and place timely orders to support team needs.Facilities & Office Move Coordination
Support planning and execution of the company's upcoming move to a larger office space.Assist with vendor selection and coordination (furniture, movers, IT setup, etc.).Maintain timelines and communicate updates across departments to ensure a smooth transition.Additional Duties
Help coordinate internal communications, events, and meetings as needed.Oversee the Hengst NA voicemail inbox, ensuring timely review and accurate routing of messages to the appropriate person or department.Take on special administrative or operations projects to support business needs.Job Requirements
Excellent Communication : Clear, professional writing and verbal communication with all levels of staff and external partners.Strong Organization : Able to juggle multiple priorities, manage time effectively, and meet deadlines.Tech-Savviness : Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); ability to quickly learn new tools or platforms.Attention to Detail : You spot inconsistencies, double-check your work, and maintain accurate records.Initiative : A self-starter who takes ownership, solves problems, and asks the right questions.Professionalism & Discretion : Able to handle confidential and sensitive information with integrity.Customer Service Orientation : Friendly and helpful, always looking for ways to improve the employee experience.Qualifications :
Associate's degree in business or related discipline; Bachelor's degree preferred.Minimum 3–5 years of experience in an administrative support or office management role.Experience supporting executive leadership is highly desirable.Prior involvement in office setup, moves, or facilities coordination is a plus.Work Environment & Physical Requirements :
Primarily a desk-based role with extended periods of computer use.Occasional lifting of up to 15 lbs (e.g., supplies, office materials).Must be able to walk, bend, and lift items associated with coordinating office logistics