Administrative Assistant​/Office Manager

Overview

Position Overview:

The Administrative Assistant/Office Manager is responsible for the effective day‑to‑day operation of the headquarters office, providing administrative support to the executive team and department leaders while ensuring the office functions as a well‑organized, professional, and welcoming workplace. This role oversees office operations, vendor relationships, internal communications, company meetings, events, and manages the Arrupe Intern Program.

In addition to managing the physical workspace, this position plays an important role in maintaining a respectful, collaborative, and well‑run office environment. The Administrative Assistant/Office Manager serves as a reliable point of coordination for office needs and works pro‑actively to support employee productivity, engagement, and overall workplace effectiveness.

Key Responsibilities:

• Own and manage daily office operations, ensuring consistency, efficiency, and alignment with company policies and standards.
• Plan and execute office activities, company meetings, schedule of events, on‑site training/gatherings to support smooth operations in compliance with company procedures.
• Manage office services, including supplies, equipment, correspondence, and shared spaces, to maintain a high‑functioning workplace.
• Build and maintain relationships with vendors, service providers, and building management; manage contracts and ensure timely delivery of services.
• Develop, document, and improve office procedures to enhance workflow, organization, and operational efficiency.
• Management and decision‑making over committees that support employee engagement activities, and processes and procedures.
• Manage and evaluate the Arrupe Intern Program, including coordination, onboarding, scheduling, and ongoing support, ensuring interns have a structured, productive experience and provide meaningful support to office departments.
• Own and manage internal office communications, ensuring clarity, consistency, and timely dissemination of information.
• Serve as a primary point of contact for office‑related questions, requests, and day‑to‑day concerns.
• Ensure office safety, readiness, and compliance with company policies and applicable procedures.
• Assist with basic financial and administrative tasks, including invoice processing, expense tracking, and budget support.
• Provide general administrative support to leadership and teams as needed.
• Complete expense reports for Executive Leadership team members.
• Model professionalism, sound judgment, and strong interpersonal skills in all interactions.
• Identify and address office‑related issues that may impact employee focus, collaboration, or productivity, escalating as appropriate.
• Support special projects, strategic initiatives, and operational priorities as needed.
• Anticipate executive and office needs and offer seamless, proactive support.
• Owns, monitors, and manages the office supplies budget, making spending decisions to ensure alignment with approved financial targets.
• Other duties consistent with the role may be assigned.

Education & Experience:

• Bachelor’s degree in Business Administration, Office Management, or a related field preferred; equivalent experience will be considered.
• Minimum of 3 years of experience in office management, administrative support, or a similar operational role.
• Strong organizational and time‑management skills with the ability to manage multiple priorities and deadlines with attention to detail.
• Experience supporting senior leaders, executives, or department heads in a fast‑paced environment preferred.
• Excellent written and verbal communication skills, with a professional and service‑oriented approach.
• Proven ability to work independently, anticipate needs, and resolve issues pro‑actively.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and common office or administrative systems.
• Familiarity with basic financial administration, vendor coordination, and office compliance practices is a plus.
• High level of professionalism, discretion, and ability to handle confidential information appropriately.

Location: This position is primarily on‑site at our headquarters located at:…