Executive Operations Administrator

Description

Position Summary 

Maintains and supports office services by organizing office operations and procedures, overseeing administrative functions, and coordinating facilities and vendor relationships. Provides executive assistant support to the assigned executives, including calendar management, scheduling, and meeting coordination. Also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment.

Duties and Responsibilities

· Provide executive administrative support to the assigned executives, including calendar management, appointment prioritization, scheduling conflict resolution, and meeting logistics coordination (conference rooms, virtual links, and meeting materials). Maintain and update budget tracking spreadsheets for expenses charged to the assigned executive’s corporate card.

· Serve as the primary liaison with Property Manager and Building Engineers; coordinate maintenance request office repairs, access requests, and building related projects; and communicate facility updates to staff as needed.

· Ensures the office environment is consistently clean, professional and well-maintained; coordinate vendor services for carpet cleaning, fixture work, and non-building maintenance as needed.

· Oversee the Office Associate in delivering professional internal and external communications and maintaining front desk/reception operations; provide direct coverage during absences.

· Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.

· Monitor and manage the procurement of office supplies, furniture, and equipment in accordance with company purchasing policies and budgetary guidelines

· Oversee vendor contracts and service agreements.

· Document and maintain office operations procedures to ensure consistency and operational continuity.

· Assist Human Resources with any administrative functions and support special department projects as needed.

· Maintains inventory of all office & kitchen supplies.

· Support Finance with expense reporting and budget monitoring.

· Partner with IT & Programming to manage purchasing, renewals, and payment processing for hardware, software subscriptions, licenses, and technology services in accordance with operational policies.

· Support project management activities by assisting with the coordination, tracking, and reporting of assigned projects, including monitoring progress, updating documentation, and communicating status updates to stakeholders.

Requirements

Knowledge

Associates degree preferred; 2-3 year minimum of secretarial experience

Skills

Must possess clerical skills, reporting skills, administrative writing skills, Microsoft Office skills. Must also be organized and proficient at managing processes, analyzing Information, problem solving, supply management, inventory control, time management, collaboration skills, personal effectiveness/credibility, flexibility, technical capacity, stress management/composure and verbal communication. Must also be cost consciousness and manage a budget