Office Manager/Executive Assistant (67217)

Job Overview

Based in our Woodlands, TX Corporate Headquarters, the Office Manager/Executive Assistant will be responsible for overseeing daily office operations while providing executive-level administrative support to the leadership team. The ideal candidate will be a highly organized individual with strong communication skills, an ability to prioritize tasks effectively, and a proactive approach to problem-solving.

Key Responsibilities

Office Management:

• Oversee the smooth operation of the office, including maintaining office supplies, equipment, and facilities.
• Manage vendor relationships (e.g., IT support, cleaning services, office supplies).
• Coordinate office maintenance and improvements to ensure a comfortable and productive work environment.
• Handle incoming calls, emails, and visitors, ensuring timely responses and effective communication.
  
  

Executive Support

• Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and preparing agendas.
• Handle confidential and sensitive information with discretion and professionalism.
• Prepare and organize reports, presentations, and other materials for meetings.
• Coordinate and manage executive-level communications, both internally and externally.
• Manage correspondence and follow up on action items from meetings.
  
  

Event Coordination

• Plan and coordinate company events, meetings, and team-building activities.
• Support the planning and execution of conferences, off-site meetings, and employee recognition events.
  
  

Additional Administrative Support

• Assist with project management and provide administrative support for special projects.
• Assist in onboarding new employees and managing office logistics for new hires.
  
  

Travel Coordination

• Arrange complex travel itineraries, including flights, accommodations, and ground transportation.
• Prepare detailed travel itineraries and handle last-minute changes or issues that arise.
• Work with the board/exec team to set up, oversee and support Board of Director functions.
  
  

Document Management

• Maintain and organize digital and physical filing systems.
• Ensure timely archiving and retrieval of company records and important documents.
  
  

Internal Communications

• Act as a liaison between leadership and staff to streamline communication and ensure timely dissemination of important information.
• Draft internal communications, memos, or announcements as needed.
  
  

Cultural Fit

• Location: On-site at our corporate HQ in The Woodlands, TX.
• Work Environment: Fast-paced, collaborative, professional setting.
• Benefits: [Insert info about PTO, healthcare, 401(k), etc.
• Company Culture: Emphasis on teamwork, integrity, and innovation.
  
  

What Makes You Successful In This Role

• You thrive in dynamic environments and love wearing multiple hats.
• You anticipate needs before they arise and always stay one step ahead.
• You bring a sense of calm and order to complex situations.
• You’re discreet, trustworthy, and comfortable working with confidential information.
  
  

Required Qualifications

• Proven experience as an office manager, executive assistant, or similar role.
• Strong organizational skills with a demonstrated ability to handle multiple tasks simultaneously.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office management software.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• Ability to maintain a high level of confidentiality.
• Exceptional time management and prioritization skills.
• Attention to detail and high standards of accuracy.
  
  

Preferred Qualifications

• Experience with project management tools (e.g., Asana, Trello, or similar).
• Basic knowledge of bookkeeping or office finance management.
• Previous experience supporting C-level executives or senior leadership.