Executive Assistant & Office Manager

Key Responsibilities and Essential Job Functions

Executive Support

• Manage complex calendars, scheduling priorities, and meeting logistics across internal and external stakeholders.
• Coordinate domestic and international travel arrangements, including itineraries, transportation, accommodations, and travel documentation.
• Prepare and edit presentations, reports, correspondence, and other executive-facing materials with a high degree of accuracy and professionalism.
• Monitor and track action items, deliverables, and deadlines, ensuring timely follow-up and completion.
• Anticipate executive needs by proactively preparing meeting materials, briefing documents, and relevant background information.
• Serve as a trusted partner to leaders by helping prioritize commitments and optimize time management.

Operational & Administrative Support

• Act as a primary point of contact for internal teams, external partners, and key stakeholders, ensuring professional and timely communication.
• Coordinate cross-functional meetings and activities, managing scheduling conflicts and logistical requirements.
• Support operational projects through research, information gathering, documentation, and coordination of deliverables.
• Maintain organized records, documents, and confidential information in accordance with company standards.

Meeting & Event Coordination

• Lead planning and logistics for meetings, leadership sessions, team events, and onsite activities.
• Develop agendas, assemble presentation materials, and distribute pre-read content to participants.
• Capture meeting outcomes, key decisions, and action items, ensuring follow-up and accountability.
• Coordinate meeting logistics including conference rooms, technology support, catering, and attendee communications.

Confidentiality & Professionalism

• Handle highly confidential and sensitive business information with discretion, sound judgment, and professionalism.
• Demonstrate a high level of integrity in all communications and interactions with executives, employees, customers, and external partners.
• Represent leaders and the organization professionally while maintaining strong relationships across all levels of the business.

Office Operations & Facilities Management

• Maintain office readiness by managing inventory and replenishment of kitchen, office, and workplace supplies.
• Coordinate purchasing and ordering of office supplies, amenities, and other workplace necessities while monitoring inventory levels.
• Serve as the onsite liaison for building management, maintenance providers, and external vendors, ensuring timely resolution of facility-related needs.
• Manage office service requests, seating assignments, workspace changes, and other workplace operations through ServiceNow and related systems.
• Monitor workplace conditions and proactively identify opportunities to improve the employee and visitor experience.

Workplace Experience & Guest Services

• Serve as the first point of contact for executive visitors, customers, and external guests, providing a professional and welcoming onsite experience.
• Coordinate visitor logistics, meeting room readiness, and associated support to ensure a seamless guest experience.
• Partner with internal stakeholders to support onsite meetings, leadership visits, and special events.
• Provide onsite support for executive meetings, board meetings, leadership sessions, and other high-priority business events.
• Maintain flexibility to work onsite outside of standard hybrid schedules when business needs require in-person support.
• Assist with workplace initiatives, office projects, and operational improvements that enhance the effectiveness of the office environment.
• Support ad hoc office management responsibilities and special projects as assigned.

Required Qualifications

• 3-5+ years of experience in an Executive Assistant, Office Manager, Administrative Business Partner, or related administrative support role.
• Experience supporting VP-level leaders or above in a corporate, fast-paced, or high-growth environment.
• Demonstrated ability to manage complex calendars, coordinate travel, and support executive-level meetings and events.
• Experience coordinating office operations, workplace services, facilities requests, vendor relationships, or onsite office support activities.
• Strong organizational, prioritization, and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills, with the ability to interact professionally across all levels of the organization.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; experience with ServiceNow or similar workplace management systems preferred.
• Ability to manage multiple priorities independently, exercise sound judgment, and adapt to changing business needs.
• Proven ability to handle sensitive and confidential information with discretion, professionalism, and integrity.
• Ability to provide onsite support for executive meetings, board meetings, and workplace operations as business needs require.

Preferred Qualifications

• Experience supporting multiple leaders or a leadership team.
• Experience planning onsite meetings, executive visits, town halls, or employee events.
• Experience working with facilities teams, property management, or workplace service vendors.
• Bachelor's degree or equivalent combination of education and experience.
• Experience in data centers, technology, or similar industries.

Compensation

Base Pay Range

Annualized salary range offered for this position is estimated to be $75,000 - $85,000. However, the actual pay range depends on each candidate’s experience, location, and qualifications.

Variable Pay

Discretionary annual bonus, based on personal and company performance.

At Flexential, we value diversity and believe that different perspectives and unique skills make us stronger as a team. While we've outlined the qualities and skills we are looking for in this job posting, we understand that there may be attributes and abilities that aren't explicitly listed but could be a perfect fit for our team. We want to emphasize that you shouldn't hesitate to apply if you don't meet every requirement. We're enthusiastic about assembling a diverse team of individuals who bring various talents to the table. Your unique perspective and abilities may be just what we need to drive innovation and success. If you believe you have what it takes to thrive in our environment, we encourage you to apply.

Benefits of working at Flexential

• Medical, Telehealth, Dental and Vision
• 401(k)
• Health Savings Accounts (HSA) and Flexible Spending Accounts (FSA)
• Life and AD&D
• Short Term and Long-Term disability
• Flex Paid Time Off (PTO)
• Leave of Absence
• Employee Assistance Program
• Wellness Program
• Rewards and Recognition Program

Benefits are subject to change at the Company's discretion.

Work Location Eligibility

At this time, we are only able to employ individuals who reside and perform work in states where the company is authorized to do business and maintain employment registrations. We are currently unable to consider applicants who reside or will perform work in the following states: Arkansas, Alaska, Alabama, Delaware, Hawaii, Iowa, Kansas, Louisiana, Maine, Maryland, North Dakota, Rhode Island, South Dakota, Wisconsin, Wyoming, Washington DC.

Applicants must be legally authorized to work in the United States and must reside in a state where the company maintains employment eligibility at the time of hire and throughout their employment. State eligibility may be subject to change based on business needs and regulatory requirements.

Flexential participates in the E-Verify program. Please click here for more information.

EEOC Statement: Flexential is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.