Executive Director

Blue Arbor•New Bern, NC

22h•Onsite

About The Position

If you are someone who notices what needs to happen before anyone else does, who feels genuinely satisfied when a client leaves more at ease than when they arrived, and who finds quiet pride in an office that runs like clockwork, we want to meet you. This is a visible, wide-ranging role that touches almost every part of our firm, from keeping the office running seamlessly to creating a client experience that reflects the care and polish our clients expect. No two days are the same, and that is exactly how we like it. This is not a background role. You will be the first face our clients see and the first voice they hear. Our clients are discerning individuals who value discretion, warmth, and professionalism in equal measure. The right person for this role will read the room naturally, adapt their communication style to the person in front of them, and make every interaction feel effortless. That instinct matters more to us than any specific industry background. We are a fast-paced, innovative firm and we need someone who is energized by that environment, not overwhelmed by it.

Requirements

2-4 years of experience in an executive assistant, office management, or administrative coordinator role within a professional services environment (financial services, legal, accounting, hospitality, or similar)
A natural ability to read the room and adjust communication style to the person in front of you, whether that is a colleague, a vendor, or a discerning client
Exceptional organizational skills and an almost unreasonable attention to detail
Strong written and verbal communication skills that are polished, professional, and clear
Enough brand sensibility to carry a visual and experiential identity consistently through collateral, client touchpoints, and the office environment
Experience coordinating travel and managing executive calendars
Absolute discretion with confidential information
A self-starter who identifies what needs to be done and does it without being asked

Responsibilities

Serve as the first point of contact for clients and visitors, in person and by phone, setting the tone for every interaction with warmth, polish, and professionalism
Own the physical client experience end to end: how clients are greeted, what they are offered, how the conference room is set, and every detail in between
Maintain client touchpoint standards, including thoughtful gifting and recognition for meaningful occasions
Ensure the office always looks, feels, and functions like the professional, welcoming environment our clients expect
Manage complex calendars, scheduling, and travel arrangements for the executive team, including flights, hotels, ground transportation, and detailed itineraries
Anticipate needs before they are asked, address scheduling conflicts proactively, and keep leadership running on time and on track
Oversee the day-to-day rhythm of the office, including supplies, vendors, facilities, and everything in between
Serve as the primary liaison for building management, IT vendors, cleaning services, and other service providers
Manage office lunches, catering, and common area upkeep
Handle incoming and outgoing mail, packages, and shipping logistics
Coordinate website updates and manage the marketing calendar
Assist in the production of marketing collateral including presentations, brochures, and promotional materials, with an eye for brand consistency
Track prospects and support pipeline organization
Manage ordering and inventory of branded materials
Plan and execute internal company events, client appreciation events, and team activities
Coordinate webinar logistics from setup to day-of execution
Support conference speaking engagements, including speaker registration, submission deadlines, and presentation development and formatting
Track every timeline, deliverable, and budget with precision