Executive Assistant at Lifestyle Communities

Executive Assistant and Office Operations Manager

Position Type: Full-Time, In-Office (This role requires a consistent, full-time presence in the office to effectively support our executives and ensure seamless daily operations.)

The Team You Will Join:

You will play a critical role in supporting the success of our Chief Financial Officer (CFO) and General Counsel while ensuring the seamless operation of our office. As an integral member of the team, this role provides a unique opportunity to work closely with senior leaders while contributing to the overall success of the company.

The Difference You Will Make:

Your primary focus will be on providing executive support to the CFO and General Counsel, managing their calendars, travel arrangements, meetings, and expense reports. Additionally, you will oversee daily office operations, ensuring an organized and productive environment which could include supervising administrative staff to support smooth workflows and operational efficiency. Your organizational expertise and proactive approach will enable our leaders to focus on driving the company’s success while maintaining a well-run office.

Who You Are

You are a proactive, detail-oriented professional with exceptional organizational skills and a talent for multitasking and problem-solving. With a natural ability to anticipate needs, juggle priorities, and work effectively in a fast-paced environment, you are a strong communicator and collaborator who takes pride in maintaining confidentiality and professionalism. Your ability to thrive in an in-office environment and provide hands-on support to leaders is key to your success.

What You’ll Bring

• Expertise in managing executive calendars, scheduling meetings, and coordinating logistics for internal and external stakeholders.
• Strong organizational skills, exceptional attention to detail, and the ability to prioritize and manage multiple tasks with ease.
• Proven experience in managing daily office operations and supply management, ensuring a smooth and productive work environment.
• Proficiency in preparing and processing expense reports and monitoring office budgets.
• Ability to handle confidential information with discretion and professionalism.
• Strong leadership abilities to mentor, support, and guide administrative staff.

What You’ll Do

Executive Support

• Manage and optimize the calendars of the CFO and CLO, including scheduling meetings and coordinating and arranging accommodations for all business travel.
• Prepare and process expense reports, ensuring compliance with company policies.
• Coordinate internal meetings and prepare necessary materials.
• Prioritizes and manages requests from internal and external sources requiring the CFO and General Counsel’s attention.

Office Administration

• Oversee daily in-person office operations, ensuring a smooth and productive work environment.
• Serve as the primary point of contact for external vendors and service providers to manage contracts and office supplies.
• Maintain office equipment and technology, coordinating with IT as needed.
• Order and maintain executive office supplies, prepare materials for executive meetings, and coordinate shipments and mailings as part of office operations.
• Coordinate and arrange catering and refreshments for executive meetings and events, ensuring a seamless experience for all attendees.

Financial Administration

• Monitor and manage the office budget, track expenses, and report variances.
• Assist with invoice approvals and processing, collaborating with the finance team.
• Ensure expense reports are accurately prepared and submitted in a timely manner.
• Communication and Collaboration
• Serve as a liaison between the CFO, General Counsel, and internal or external stakeholders.
• Handle confidential information with discretion and professionalism.

Qualifications

• Bachelor's degree preferred. Associate’s degree or equivalent experience required.
• 7+ years of experience in executive support, supporting senior-level executives.
• Proven experience managing executive calendars and travel arrangements.
• Strong leadership skills and supervisory experience preferred, with the ability to effectively manage and support administrative staff.
• Proficient in Google Workspace (Docs, Sheets, Slides, Drive), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and other relevant software.
• Excellent organizational, time-management, and problem-solving abilities.
• Exceptional communication and interpersonal skills.
• Ability to work independently, anticipate needs, and manage competing priorities with minimal supervision.
• Willingness to maintain a consistent, full-time in-office presence.