Executive Assistant

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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

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