Office Administrator / Executive & Events Coordinator

Job Description

Job Description

About the Opportunity

We are seeking a polished, highly organized, and proactive Office Administrator / Executive & Events Coordinator to become the operational heartbeat of our corporate headquarters. This is an outstanding opportunity for someone who enjoys wearing multiple hats, thrives in a fast-paced professional environment, and takes pride in creating an exceptional experience for employees, executives, candidates, clients, and visitors.

Reporting directly to the Chief Human Resources Officer (CHRO), this individual will oversee the day-to-day operations of our headquarters (approximately 30 employees), while providing executive support and coordinating meetings, events, and special projects.

If you're someone who anticipates needs before they arise, enjoys solving problems, and loves keeping everything running smoothly, we'd love to hear from you.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative support to the CHRO and senior leadership.
• Manage calendars, schedule meetings, and coordinate conference rooms.
• Prepare meeting materials, agendas, and follow-up documentation.
• Assist with confidential correspondence and administrative projects.
• Support additional executives as business needs evolve.

Office Operations

• Serve as the primary point of contact for headquarters office operations.
• Maintain a professional, organized, and welcoming office environment.
• Coordinate office vendors, maintenance requests, and office supplies.
• Manage shipping, receiving, mail distribution, and courier services.
• Help identify and implement improvements to office processes and efficiency.

Visitor & Client Experience

• Greet clients, candidates, and guests with professionalism and warmth.
• Coordinate visitor logistics and conference room preparation.
• Ensure an exceptional experience for everyone visiting headquarters.

Meetings, Catering & Events

• Coordinate daily lunches, catering, and meeting logistics.
• Organize internal meetings, employee events, celebrations, and client visits.
• Assist with planning and executing corporate events and special initiatives.

Future Growth Opportunities

This role offers significant opportunity for increased responsibility, including:

• Executive travel coordination
• Expense reporting and reconciliation
• PowerPoint presentation preparation
• Expanded executive support
• Internal audit and compliance coordination
• Cross-functional operational projects

Qualifications

• Bachelor's degree required.
• 3+ years of administrative, executive assistant, office management, or corporate support experience.
• Experience supporting senior executives is highly preferred.
• Outstanding organizational and project management skills.
• Exceptional attention to detail and ability to manage multiple priorities.
• Strong verbal and written communication skills.
• Professional, polished, and customer-service oriented.
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Comfortable learning new technology and business systems.
• Ability to handle confidential information with discretion.
• Self-starter with excellent judgment and problem-solving skills.
• Reliable, dependable, and able to work independently while collaborating across teams.

What Makes Someone Successful in This Role

The ideal candidate is someone who:

• Loves organization and creating structure.
• Takes ownership without being asked.
• Is resourceful and solutions-oriented.
• Enjoys helping executives stay organized.
• Creates a first-class experience for employees, clients, and visitors.
• Can seamlessly shift between administrative work, office management, and event coordination.
• Thrives in a dynamic, collaborative corporate environment where no two days are the same.

This is an excellent opportunity for an experienced administrative professional looking to grow into a trusted business partner while making a meaningful impact on the daily operations of a successful and growing organization.