PRISM Executive Office Manager

Small, Minority-owned, Leading SaaS Manufacturer for public sector clients nationwide

Full-Time/Exempt Position in Baltimore City with Hybrid

Typical Hours: 40 hours/week; Core hours 9:00 AM – 4:00 PM

Overview

Early Morning Software is seeking a proactive, highly organized Executive Office Manager to support the CEO and senior leadership team. This role will report to the Chief Executive Officer (CEO) and will be the backbone of daily operations, ensuring smooth execution of strategic initiatives, efficient scheduling, event coordination, and reliable administrative support across billing, customer service, compliance, and HR functions. The ideal candidate is resourceful, takes initiative, maintains high professional standards, and thrives in a fast-paced, mission-driven environment. Candidate will work in a collaborative, entrepreneurial atmosphere with a focus on impact for public sector clients. Work is remote-friendly with occasional travel for events or leadership offsites as needed.

Key Responsibilities

Executive Support & Calendar Management

• Manage complex calendars for the CEO and senior leadership, coordinating internal and external meetings, travel, and time-sensitive deadlines.
• Prepare briefing materials, agendas, and follow-up actions; handle confidential information with discretion.
• Liaise with internal departments and external partners to ensure smooth communication and timely responses.

Administrative Operations

• Oversee daily office operations to maintain an organized, efficient workplace (physical and virtual).
• Develop, implement, and refine administrative processes to improve efficiency and accuracy.

Billing & Financial Support

• Assist with client invoicing, expense reporting, and basic accounts receivable tasks; coordinate with finance on billing issues.
• Track milestones and contracts related to client engagements; ensure timely renewals and renewals reminders.

Customer Service & Client Experience

• Act as a point of contact for internal and external stakeholders; help resolve escalated client inquiries promptly.
• Monitor and improve customer service processes; collect and report client feedback.

Compliance & Governance

• Support compliance activities (data privacy, security, contract obligations, regulatory requirements relevant to public sector SaaS).
• Maintain and organize important company documents, policies, and standard operating procedures.

Human Resources Support

• Assist with HR administration (onboarding/offboarding, benefits enrollment, payroll liaison, timekeeping).
• Help coordinate training, performance reviews, and employee engagement initiatives.

Event Planning & Coordination

• Plan and execute internal and external events (kickoffs, user groups, client briefings, conferences, virtual webinars).
• Manage logistics, vendors, budgets, attendee communications, and post-event follow-up.

Reporting & Analytics

• Compile operational reports for leadership (KPIs, project status, client health, billing metrics).
• Identify process bottlenecks and propose improvements.

Qualifications

• Bachelor's degree or equivalent experience in Business Administration, Operations, or related field.
• 5+ years of experience in administrative/office management, with exposure to executive support and operations.
• Experience supporting C-level executives is preferred.
• Familiarity with Information Technology and SaaS business models, and public sector contracting is a plus.
• Strong proficiency in Microsoft 365 and general technology (internet browsers, scanners, pdf software; experience with CRM and marketing software (e.g. Hubspot, Hootsuite, Zoho), accounting software (e.g. QuickBooks) and project management tools (e.g., Project, Liquid Planner) is a plus.
• Excellent written and verbal communication skills.
• Highly organized, detail-oriented, and able to manage multiple priorities with minimal supervision.
• Strong problem-solving, judgment, and interpersonal skills.
• Ability to handle confidential information with integrity.
• Willingness to adapt to a fast-paced startup environment and contribute to a diverse, inclusive culture.

Competencies

• Time management and prioritization
• Exceptional interpersonal and stakeholder management
• Process improvement mindset
• Customer-service orientation
• Financial acumen (basic billing and invoicing)
• Compliance knowledge or willingness to learn

Benefits

• Competitive salary commensurate with experience
• Health, dental, and vision insurance
• 401(k) with employer match
• PTO 20 days and paid holidays
• Professional development stipend
• Flexible work arrangements
• Inclusive, mission-driven culture