Executive Assistant & Office Manager

We are seeking a highly organized and professional Office Manager & Executive Assistant to manage our new Huntsville headquarters and provide comprehensive administrative support to our leadership team.

This hybrid role requires a dependable professional capable of balancing front-desk reception, daily office operations, and executive assistant support for the US President and our Vice Presidents. The ideal candidate will be an efficient multi-tasker who enjoys establishing processes in a growing, professional office environment.

Key Responsibilities

1. Corporate Reception & Front Desk (25%)

• Act as the primary point of contact for all incoming clients, candidates, and visitors, ensuring a professional corporate image.
• Manage the central phone line, route inquiries, and oversee the distribution of incoming and outgoing mail and shipments.
• Coordinate visitor registration, building access, and security compliance in accordance with facility policies.

2. Office Operations Management (35%)

• Oversee the daily operations and physical organization of the new Huntsville headquarters.
• Serve as a liaison with building management, IT support, cleaning staff, and facilities vendors.
• Manage procurement for all office inventory, including corporate supplies, equipment, and breakroom provisions, while tracking expenses against the budget.
• Coordinate logistical arrangements for internal team meetings, client hospitality, and corporate events.

3. Executive Assistant Support (40%)

• Manage complex calendars and scheduling logistics for the US President and 3 Vice Presidents.
• Coordinate comprehensive domestic and international travel arrangements, including flights, lodging, and ground transportation.
• Process, reconcile, and submit monthly expense reports for the executive team.
• Assist with meeting preparation by compiling agendas, setting up conference room technology, and documenting action items.

Qualifications & Skills

• Experience: 5+ years of experience in office management, executive administration, or a blended corporate support role. Experience in a growing company or new office opening is a plus.
• Technical Proficiency: Strong command of Microsoft 365 or Google Workspace (advanced calendar management, docs, and spreadsheets), video conferencing platforms (Zoom/Teams), and expense reporting software.
• Communication: Exceptional verbal and written communication skills suitable for interacting with C-suite executives, corporate clients, and vendors.
• Organization: Demonstrated ability to prioritize competing tasks, manage time effectively, and maintain attention to detail under minimal supervision.
• Confidentiality: High level of discretion and integrity when handling sensitive corporate and personnel information.