Executive Assistant/Office Manager
About The Position
The Executive Assistant / Office Manager is the operational heartbeat of GSI's Westminster headquarters. This role is a force-multiplier for the executive team, anticipating needs, resolving friction, and ensuring leaders can operate at their highest level. This position also serves as the first impression for visitors, vendors, and new employees, requiring an excellent and professional demeanor. This is a high-trust, high-visibility role involving sensitive information, judgment calls on behalf of executives, cross-departmental coordination, and management of the physical office environment to reflect GSI's culture of precision and professionalism. The individual in this role is expected to be self-directed and own their responsibilities completely.
Requirements
- 2+ years of direct executive support to two or more C-suite leaders, including strategic partnership beyond calendar management.
- Exceptional organizational and time-management skills with a demonstrated ability to juggle competing priorities.
- Superior written and verbal communication skills — clear, concise, and calibrated to audience.
- Advanced proficiency in Microsoft Office Suite and calendar/scheduling tools (Outlook, Google Workspace, or equivalent).
- Unimpeachable discretion with confidential information.
- High self-directedness — ability to drive outcomes without constant management.
- Professional, polished presence that reflects well on GSI in every interaction.
Nice To Haves
- 1+ years of facilities or office management experience.
- Bachelor's degree or equivalent career progression.
- Experience in a fast-scaling, high-performance company, particularly in construction, engineering, infrastructure, or field-services industries.
- Demonstrated ability to support executives across multiple time zones or geographies.
Responsibilities
- Manage complex, multi-executive calendars, anticipating conflicts, protecting strategic work time, and prioritizing with business context.
- Plan and orchestrate internal and external meetings end-to-end, including agendas, logistics, follow-up, and documentation.
- Screen, triage, and respond to communications on behalf of executives, exercising independent judgment on urgency and routing.
- Handle sensitive financial documents and confidential information with absolute discretion, identifying patterns and surfacing relevant insights.
- Drive and contribute to strategic research projects, synthesizing data into actionable recommendations.
- Proactively identify roadblocks to executive effectiveness and resolve them.
- Serve as the primary point of contact for all headquarters facility matters, including repairs, improvements, building communications, and vendor coordination.
- Manage inventory and procurement of office and kitchen supplies, maintaining an environment that reflects GSI's standards.
- Greet guests and visitors professionally, managing access control and badge programming.
- Coordinate with IT to ensure office and desk configurations are ready for employees and visitors.
- Manage all incoming and outgoing deliveries and maintain conference room readiness.
- Coordinate with the People's Team on company events, team-building activities, and employee engagement initiatives.
- Ensure daily replenishment of beverages and hospitality supplies.
- Execute special projects with autonomy and resourcefulness.
- Support ad hoc administrative requests across teams with a bias toward speed and quality.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
