Executive Office Manager

Astrion • Huntsville, AL

1d • Onsite

About The Position

Astrion has an exciting opportunity for an Executive Office Manager. In this dynamic role, the Executive Office Manager will manage front desk operations, support day-to-day office and facility functions, and provide high-level administrative assistance to executives. The EOM will be responsible for ensuring a professional, welcoming environment for employees and visitors, coordinating meetings and events, and handling a variety of operational and logistical tasks to keep things running smoothly. The ideal candidate is a dependable self-starter with excellent communication skills, a service-oriented mindset, and the ability to juggle multiple priorities with grace and attention to detail.

Requirements

• High School Diploma required, along with proven experience operating in a front desk environment and performing executive administrative tasks.
• Strong interpersonal skills with a professional and courteous phone manner.
• Positive, can-do attitude with the ability to work well with individuals at all levels.
• Highly reliable and punctual, with excellent organizational and time-management skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Must be willing and able to travel to the Washington, D.C. office several times a week to support meetings and assist the Executive Leadership Team (ELT).

Nice To Haves

• Working knowledge of mail processes, postage machine, FedEx and USPS.

Responsibilities

• Visitor & Employee Support
• Greet visitors and offer beverages to create a welcoming environment
• Manage visitor access using Traction Guest (pre-registration, sign-in, badge replacements, app updates)
• Serve as primary point of contact for onsite employees needing assistance or redirection
• Coordinate special accommodations for guests (dietary, accessibility, etc.)
• Support Marketing & Communications (MARCOM) with internal company events
• Create flyers for announcements and events
• Order and coordinate flower arrangements for employee life events (bereavement, new baby, surgery)
• Set up office supplies and workspace for new hires
• Cultivate and maintain positive working relationships with employees and vendors
• Executive Administrative Support
• Provide high-level administrative support to executive leadership
• Schedule and coordinate corporate meetings chaired by executives
• Manage daily logistical and administrative needs for assigned executives
• Assist with travel arrangements, itineraries, agendas, and expense reports
• Prepare internal presentations, spreadsheets, charts, and executive reports
• Draft and transcribe confidential communications including letters, memos, and interoffice correspondence
• Handle inquiries and redirect as appropriate on behalf of executive
• Security & ID Badge Management
• Distribute ID badges to new hires and provide orientation to workspace/hot desks
• Collect badges from terminated employees and return to security
• Manage master key control and maintain accurate records of access fobs issued
• Facility Operations & Office Management
• Answer main phone line and route calls appropriately
• Maintain a clean, tidy, and organized office environment
• Manage plant care as needed
• Maintain and restock supply room, kitchen, and coffee/snack areas daily
• Coordinate Sam’s Club and Amazon orders for office supplies and special requests
• Ensure accurate nameplate displays for offices and cubicles
• Handle all mail and shipping logistics (FedEx, UPS, USPS): receive, sort, deliver, and prepare outbound shipments
• Pick up items from post office as needed
• Decorate the office for seasonal holidays
• Assist with office moves (supplies, movers, donation coordination)
• Act as liaison to building management; coordinate with janitorial and maintenance staff
• Oversee operations for the company apartment:
• Maintain cleaning schedules and key logs
• Coordinate inventory and restocking
• Travel to office as needed for off-hours or urgent apartment access
• Resolve package delivery issues across all Astrion and Axient locations
• Meeting Coordination
• Clean and reset conference rooms after meetings
• Manage scheduling, setup, and logistics for all conference room reservations
• Coordinate catering for meetings and events
• Provide IT/AV support, including Teams call setup
• Support classified meetings and maintain knowledge of VARS procedures
• Expense Report & Credit Card Support
• Assist employees with entering and editing expense reports
• Maintain and upload credit card receipts with correct charge codes for executive leaders

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED