Executive Administrative Assistant/Office Manager

Mauser Packaging Solutions • Oak Brook, IL

4d • $90,000 - $120,000 • Onsite

About The Position

The Executive Administrative Assistant & Office Manager provides high-level administrative support to Mauser’s President/Chief Executive Officer while overseeing daily office operations. This dual-role position ensures efficient executive support, seamless office management, and effective coordination across teams. The ideal candidate is highly organized, proactive, and able to manage multiple priorities in a fast-paced environment.

Requirements

• 5+ years of experience supporting senior or C-suite executives and managing office operations
• Proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams)
• Strong organizational, multitasking, and time management skills
• Excellent written and verbal communication abilities
• Experience managing vendors, facilities, or office budgets

Nice To Haves

• Bachelor’s degree a plus
• Familiarity with non-Microsoft systems such as Basware, Concur, Diligent Boards a plus
• Spanish or German as second language a plus

Responsibilities

• Manage complex executive calendars, including scheduling meetings, appointments, and travel
• Coordinate leadership meetings and cross-functional updates
• Prepare presentations, reports, dashboards, and executive briefings
• Screen and prioritize communications; draft correspondence on behalf of the President/Chief Executive Officer
• Serve as a liaison between the President/Chief Executive Officer and internal/external stakeholders
• Coordinate meetings and ensure alignment across teams
• Track action items from leadership meetings and ensure timely follow-ups
• Arrange domestic and international travel, including accommodations and itineraries
• Develop detailed travel schedules and manage last-minute changes
• Support strategic initiatives and special projects
• Plan and coordinate meetings, events, and leadership offsites
• Manage logistics, materials, and communications for executive-level engagements
• Oversee daily office operations to maintain a professional and efficient workplace
• Manage office supplies, equipment, and vendor relationships (e.g., facilities, cleaning, maintenance)
• Coordinate office layout, and space planning
• Ensure adherence to company policies, safety standards, and administrative procedures
• Act as the primary point of contact for building management and service providers
• Coordinate repairs, maintenance, and office improvements
• Manage service contracts and monitor vendor performance
• Serve as a point of contact for general office-related requests and support
• Manage office budgets, expenses, purchase orders, and invoice processing
• Track and reconcile office-related expenditures
• Maintain organized records and documentation

Benefits

• medical
• dental
• paid time off
• other competitive benefits

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree