Executive Assistant & Office Manager - New Jersey

Panaya•California City, CA

2d•Hybrid

About The Position

Panaya is seeking a highly organized, proactive, and resourceful Executive Assistant & Office Manager to support the Chief Revenue Officer (CRO) and the global Sales leadership team. This dynamic role combines executive support with hands-on business operations across Finance, HR, IT, office management, and employee engagement. The position is key in ensuring smooth day-to-day operations, driving cross-functional coordination, and enabling the Sales organization to operate efficiently across AMR and EMEA. Panaya encourages employees to embrace AI-powered tools and innovative technologies to improve productivity, simplify processes, and continuously enhance the way we work.

Requirements

5+ years of experience as an Executive Assistant, Executive Business Administrator, Office Manager, Business Operations Coordinator, or in a similar role supporting senior leadership.
Experience working in a global technology or SaaS company.
Proven ability to manage multiple priorities, stakeholders, and deadlines across different time zones.
Excellent written and verbal communication skills.
High level of professionalism, discretion, sound judgment, and attention to detail.
Strong organizational, problem-solving, and project coordination skills with the ability to work independently in a fast-paced environment.
Curiosity and willingness to leverage AI tools and emerging technologies to improve productivity, streamline workflows, and enhance day-to-day operations.
Proficiency in Microsoft 365 and other business productivity tools.

Nice To Haves

Experience working with ERP, finance, HR, and applicant tracking systems (ATS) is an advantage.
Bachelor's degree is an advantage.

Responsibilities

Manage the CRO's calendar, priorities, meetings, travel arrangements, expense reports, and follow-up on key action items.
Draft correspondence, coordinate communications, and provide day-to-day administrative support to the CRO and Sales leadership across AMR and EMEA.
Coordinate recruitment activities, including conducting initial phone screenings, reviewing resumes, scheduling interviews, tracking candidates throughout the hiring process, and coordinating onboarding and offboarding in partnership with HR.
Support HR administration and serve as a point of contact for employee-related operational inquiries.
Plan and coordinate employee engagement initiatives, recognition programs, team events, internal communications, and employee gifting.
Manage expense reports, corporate cards, purchase requests, vendor payments, and related financial administration.
Coordinate vendor relationships, office operations, facilities, supplies, shipping, and other administrative services.
Manage IT-related administration, including equipment provisioning, user access requests, hardware inventory, and employee support in coordination with the IT team.
Organize and coordinate logistics for leadership meetings, QBRs, Sales Kickoffs, conferences, customer events, executive offsites, and other global business events.
Maintain operational records, support budget tracking, and coordinate activities across HR, Finance, IT, Sales, and Marketing to ensure efficient day-to-day business operations.