Executive Assistant/Office Manager

George P. Johnson Experience Marketing•Delray Beach, FL

1d•Hybrid

About The Position

GPJ is hiring an Executive Assistant/Office Manager to provide comprehensive administrative support to senior executives and oversee front-office and facility operations. The role manages complex calendars, meetings, travel, communications, sensitive information, expenses, project timelines, and internal updates, while serving as a liaison between executives and internal and external stakeholders. It also coordinates meetings and events and supports cross-functional teams in meeting deadlines. Office responsibilities include staffing and managing the reception area, handling mail, greeting guests, coordinating office services, maintaining supplies and equipment, and helping ensure a clean, organized work environment. The role coordinates with building management and IT, handles facility work orders and workstation setup, prepares office meeting logistics, and maintains specified security and safety processes. This is a hybrid position requiring on-site work at the Delray Beach, Florida office at least two days per week.

Requirements

High school diploma or equivalent.
At least 5 years of previous office administrative experience, preferably in an agency environment.
Proficient typing and writing skills.
Demonstrated ability to manage and organize multiple projects.
Mastery of Word, PowerPoint and/or Keynote, and Excel.
Professional and discreet demeanor.
Ability to juggle tasks while maintaining a calm demeanor.
Strong communication, prioritization, organization, and attention to detail.

Nice To Haves

Previous office administrative experience in an agency environment.

Responsibilities

Manage senior executives’ calendars, schedule meetings, coordinate travel, and process expense reports through approved agency databases.
Handle executive communications and sensitive information with discretion, and serve as a liaison with internal and external stakeholders.
Organize meetings and events, manage project timelines, and assist cross-functional teams in meeting deadlines.
Provide general administrative support, including project-managing small company meetings and handling ad hoc special projects.
Manage front-office operations, including reception, mail, greeting guests, and reception-area staffing.
Coordinate office services and facility operations, liaising with building management and the IT team.
Maintain office supplies and inventory; purchase or lease relevant office equipment.
Keep the office, conference rooms, and shared social areas clean and organized.
Assist with workstation setup and networking in coordination with IT.
Address general facility maintenance, submit building work orders, and request after-hours HVAC service when needed.
Ensure certificates of insurance are current for freight and shipping companies used for pickups and deliveries.
Handle security and safety concerns, maintain emergency evacuation procedures and access-card/key-fob logs, and oversee annual fire-extinguisher certification.
Arrange logistics and prepare for meetings held in the office.
Maintain clear communications, prioritize work, ensure accuracy, prepare thoroughly for meetings, and follow up on commitments.