To Apply for this Job Click Here
Beacon Hill Associates is partnering with a well-established and growing organization to identify an Executive Assistant / Office Manager to support senior leadership and oversee day-to-day office operations. This highly visible role offers a unique opportunity to combine executive support responsibilities with workplace experience and office management functions, making a meaningful impact on both leadership effectiveness and company culture.
The ideal candidate is a proactive, polished professional who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in creating an organized, welcoming, and high-functioning workplace.
Responsibilities
Executive Support
- Provide administrative support to senior leadership, including the CEO and executive team
- Manage complex calendars and scheduling across multiple time zones
- Coordinate domestic and international travel arrangements and itineraries
- Prepare and submit expense reports
- Serve as a liaison with internal and external business partners
- Support executive meetings and special projects as needed
Office Management & Workplace Experience
- Serve as the primary point person for office operations and guest experience
- Coordinate meetings, events, and visits involving clients, investors, vendors, and other stakeholders
- Maintain office organization, appearance, and overall workplace experience
- Manage office snacks, catering, and wellness initiatives
- Coordinate company events, team meetings, social gatherings, and special guest visits
- Handle general administrative duties including answering phones, mail distribution, and office communications
- Build and maintain positive relationships with building management and external vendors
- Assist with onboarding activities, office tours, and new hire orientation
- Support office security, safety, and emergency preparedness initiatives
Administrative & Legal Support
- Assist with insurance documentation and related recordkeeping
- Support the preparation and processing of lease amendments, assignments, license agreements, and vendor contracts
- Conduct research on various legal and business matters
- Review, upload, and code vendor invoices
- Maintain corporate entity records and registrations
- Track insurance policy renewals, coverage details, and key compliance deadlines
Qualifications
- Prior experience supporting C-suite executives
- Previous office management, workplace experience, or administrative leadership experience
- Exceptional organizational and multitasking abilities
- Strong written and verbal communication skills
- Ability to maintain confidentiality and exercise sound judgment
- Proactive, resourceful, and solutions-oriented approach
- Comfortable managing multiple priorities in a deadline-driven environment
- Experience supporting executives across multiple time zones preferred
- Proficiency with Microsoft Office Suite and related business applications
1464033_1782840952