Executive Admin/Office Manager

We are seeking a highly organized and proactive Executive Administrative Assistant to support our Executive Leadership Team (ELT), manage office operations for our Twinsburg office, support internal communications and assist with scheduling. This role requires exceptional multitasking abilities, professionalism, and discretion, ensuring seamless administrative support in a fast-paced environment. This role is on site 5 days a week.

Executive Support:

• Provide comprehensive administrative support to the ELT, including calendar management, travel arrangements as needed, expense reporting, and meeting coordination.
• Manage P-Card for office expenses and travel.
• Manage confidential information with discretion and professionalism.
• Serve as a liaison between the ELT and internal/external stakeholders.

Receptionist/Office Management:

• Act as front desk receptionist welcome visitors and manage deliveries
• Oversee day-to-day office operations to ensure a well-organized and efficient workplace.
• Coordinate with landlord and vendors on office and grounds maintenance.
• Maintain office supplies, equipment, and vendor relationships.
• Ensure office compliance with health, safety, and security protocols.
• Ordering apparel and promotional materials.

Travel Program:

• Administer company travel booking site.
• Communicate and coordinate with vendors as needed.
• Reconcile travel expenses as needed.

Communications:

• Draft, refine, and distribute internal and external communications.
• Assist in preparing emails, announcements, and presentations.
• Partner with marketing and other stakeholders to ensure consistency in messaging, tone, and branding across communications.
• Collaborate with departments to coordinate and disseminate key company updates.

Event Planning:

• Organize company events, meetings, and team-building activities.
• Help to plan and coordinate company events and tradeshows.
• Manage event logistics, including venue selection, catering, shipping collateral (brochures, sell sheets, catalogs, promotional materials, etc.) and travel arrangements.
• Oversee event budgets, ensuring cost-effectiveness while maintaining quality.
• Collaborate with internal teams to coordinate event agendas and materials.
• Ensure seamless execution of events, handling last-minute adjustments as needed.

Recruiting & Onboarding:

• Support HR recruiting process with interview scheduling and managing candidate travel.
• Communicate with candidates to provide logistical details and ensure a positive experience.
• Support onboarding logistics for new hires.

Qualifications:

• Experience: 5 years of administrative or executive support experience.
• Education: Bachelors degree preferred, but relevant experience considered.

Required Skills:

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• High attention to detail.
• Excellent interpersonal and communication skills.
• Problem-solving mindset and ability to handle sensitive situations with discretion and professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), and the ability to learn new systems quickly.