Executive Administrative Assistant/Office Manager

Mauser Packaging Solutions

3d•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)
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