Executive Office Manager

Astrion•Arlington, VA

8d•Onsite

About The Position

Astrion has an exciting opportunity for an Executive Office Manager for our Arlington, VA office. The Office Manager is responsible for overseeing daily office operations and ensuring an efficient, organized, and professional work environment. This role serves as a key point of contact for employees, visitors, and vendors while coordinating office services, facilities, supplies, and administrative processes. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Ability to manage multiple priorities, coordinate cross department initiatives and maintain efficient executive office operations.
Excellent written and verbal communication skills with the ability to interact professionally with senior leadership and government partners.
Proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams.

Nice To Haves

Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity
Experience coordinating corporate events, calendar scheduling and making progressions with self-independent decisions.
Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence.
Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once

Responsibilities

Coordinate leadership meetings, company events, conferences, and employee functions
Manage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams support
Prepare meeting agendas, materials, and follow-up documentation as needed
Provide support for classified meetings and maintain working knowledge of applicable procedures and systems
Assist with company-sponsored events and organizational activities in partnership with internal teams
Serve as the primary point of contact for employees, visitors, and vendors within the facility
Greet visitors, maintain visitor hospitality standards, and provide sign-in assistance
Manage visitor control processes, including pre-registration systems, badging protocols, and visitor access procedures
Support employee onboarding by coordinating office setup, supplies, badges, and workspace orientation
Coordinate employee recognition and care initiatives, including floral arrangements for bereavement, surgeries, and new babies
Create and distribute informational announcements, office communications, and event flyers
Maintain an organized, professional, and fully operational office environment
Answer and direct incoming phone calls to appropriate personnel
Oversee office, kitchen, and supply inventory to ensure adequate stock levels and workplace readiness
Coordinate mail distribution, shipping, postage, and package handling for FedEx, UPS, and USPS
Maintain office signage, nameplates, décor, and seasonal office decorations
Support office relocations, workspace changes, vendor coordination, and donation logistics
Ensure conference rooms, common areas, and supply spaces remain clean, organized, and functional
Coordinate employee badge distribution and collection in partnership with security personnel
Maintain access fob and master key inventory records and ensure adherence to security protocols
Assist employees with office access and workspace assignments as needed
Assist employee’s preparation and submission
Maintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expenses
Support administrative budget tracking and financial recordkeeping processes