Executive Administrator & Office Manager

Drive Health is seeking a resourceful, detail-oriented Executive Administrator & Office Manager to provide comprehensive support to our Executive Team while overseeing the day-today operations of our office. This dual-function role requires exceptional organizational skills, a knack for problem-solving, and the ability to juggle multiple priorities. The ideal candidate is proactive, enjoys building processes from the ground up, and excels in a fast-paced environment.

Executive Administration Duties:

• Calendar & Schedule Management
• Coordinate complex calendars for multiple executives, scheduling meetings and appointments across various time zones.
• Anticipate scheduling conflicts and proactively resolve them.
• Travel Coordination
• Research, book, and manage travel arrangements (flights, hotels, transportation).
• Create detailed itineraries and troubleshoot travel changes or disruptions.
• Meeting Preparation & Documentation
• Prepare agendas, gather necessary materials, and record meeting minutes.
• Track action items and follow up to ensure timely completion.
• Communication & Correspondence
• Serve as a liaison between executives and internal/external stakeholders.
• Draft, edit, and proofread communications (emails, memos, presentations) with a high level of professionalism.
• Expense Tracking & Reporting
• Process and reconcile executive expense reports in accordance with company policies.
• Maintain accurate financial records for executive-related expenses.

Office Management & Basic Operations Duties:

• Office Administration
• Oversee the general upkeep of the office, ensuring a clean, organized, and functional workspace.
• Manage office supply inventory, vendor relationships, and maintenance or repair requests.
• Operations Support
• Assist in basic operational tasks such as invoice processing, budget tracking, and coordinating cross-department initiatives.
• Support the onboarding of new employees (e.g., preparing workstations, ordering equipment).
• Facilities & Vendor Management
• Coordinate with facility management to handle space planning, office security, and building-related issues.
• Negotiate vendor contracts and maintain relationships with service providers (catering, cleaning, IT, etc.).
• Event Planning & Coordination
• Organize company events, team-building activities, and executive off-sites.
• Manage logistics (venue, catering, RSVPs) and ensure seamless execution.
• Process Improvement
• Identify opportunities to streamline administrative and operational procedures.
• Implement best practices and standardized workflows to increase efficiency.

Qualifications:

• Education & Experience
• Bachelor’s degree in Business Administration or related field preferred (not required).
• 3 years supporting senior executives or C-level leaders; experience in office management or operations is highly desirable.
• Skills & Competencies
• Organizational Mastery: Exceptional ability to manage multiple priorities, tasks, and deadlines.
• Communications: Excellent written and verbal communication skills; comfortable liaising with internal teams and external stakeholders.
• Technical Proficiency: Familiarity with Microsoft Office Suite, project management tools, and communication platforms (Slack, Zoom, etc.).
• Problem-Solving: Resourceful and decisive in resolving administrative and operational challenges.
• Discretion: Able to handle confidential and sensitive information with the utmost professionalism.
• Attributes
• Proactive & Self-Motivated: Anticipates needs and acts without waiting for direction.
• Detail-Oriented: Ensures accuracy in scheduling, documentation, and logistical coordination.
• Team Player: Exhibits a collaborative mindset and supports colleagues across different departments.
• Adaptable & Flexible: Thrives in a dynamic, growing environment and is receptive to change.