Executive Administrative Assistant

We are seeking a highly organized, detail-driven Executive Administrative Assistant to support our President and senior leadership team while also serving as the go-to resource for day-to-day office operations. This dynamic role requires a confident multitasker with strong administrative experience, exceptional communication skills, and the ability to keep people and processes on track. In addition to high-level executive support, this role plays a key part in managing general office functions and will take the lead in coordinating logistics for our upcoming office expansion and relocation.

• Executive & Administrative Support
  • Provide direct administrative support to the President and senior leaders, including calendar management, meeting coordination, and travel arrangements.
  • Prepare, proofread, and manage business correspondence, reports, memos, and presentations.
  • Coordinate and facilitate meetings by preparing agendas, managing logistics, taking meeting notes, and ensuring timely follow-up on action items.
  • Track and submit expense reports, monitor budgets, and assist with financial documentation as needed.
  • Receive and manage internal and external communications with professionalism, discretion, and accuracy.
• Office Management & Operations
  • Oversee daily office operations to ensure a clean, organized, and efficient working environment.
  • Act as liaison with building management, vendors, and service providers (cleaning, IT support, equipment repair, etc.).
  • Manage office supply inventory and place timely orders to support team needs.
• Facilities & Office Move Coordination
  • Support planning and execution of the company’s upcoming move to a larger office space.
  • Assist with vendor selection and coordination (furniture, movers, IT setup, etc.).
  • Maintain timelines and communicate updates across departments to ensure a smooth transition.
• Additional Duties
  • Help coordinate internal communications, events, and meetings as needed.
  • Oversee the Hengst NA voicemail inbox, ensuring timely review and accurate routing of messages to the appropriate person or department.
  • Take on special administrative or operations projects to support business needs.

• Associate’s degree in business or related discipline;
  Bachelor’s degree preferred.
• Minimum 3–5 years of experience in an administrative support or office management role.
• Experience supporting executive leadership is highly desirable.
• Prior involvement in office setup, moves, or facilities coordination is a plus.

• Primarily a desk-based role with extended periods of computer use.
• Occasional lifting of up to 15 lbs (e.g., supplies, office materials).
• Must be able to walk, bend, and lift items associated with coordinating office logistics.

• Seniority level:
  Mid-Senior level
• Employment type:
  
  Full-time
• Job function:
  Administrative
• Industries:
  Industrial Machinery Manufacturing