Executive Operations Assistant

Claims Resolution Corporation Inc.•Galloway Township, NJ

119d•$52,000 - $55,000•Onsite

About The Position

This role serves as the operational heartbeat of the office and executive team. The Executive Assistant/Office Manager oversees the Office Coordinator, manages daily office operations and vendor relationships, and provides high‑touch administrative support to the President and leadership team. The ideal candidate is detail‑obsessed, an excellent communicator, and a confident project manager capable of balancing confidential executive work with hands‑on office needs and deadline‑driven proposal coordination.

Requirements

4+ years in a combined Executive Assistant and/or Office Manager role supporting senior leadership.
Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint/OneDrive); strong document formatting and version control.
Demonstrated experience managing vendors, facilities, and office equipment.
Proven ability to read and interpret RFPs, follow submission instructions, and manage compliance checklists.
Excellent written and verbal communication; strong proofreading and attention to detail.
High integrity with confidential information; sound judgment and follow‑through.
Valid driver’s license or reliable transportation for errands and off‑site tasks.

Nice To Haves

Familiarity with basic desktop publishing and other software (e.g., Nitro Pro, Canva, PowerPoint, and Adobe Acrobat Reader)
Prior work in professional services, consulting, insurance/TPA, or risk/claims services is a plus.

Responsibilities

Execute assigned tasks and special projects for the President and senior leadership.
Manage executive calendars, meeting logistics, follow‑up tasks, and priority communications; assist with inbox management as needed.
Arrange meals, catering, and lunch orders.
Receive, triage, and route time‑sensitive communications from phone, email, and office mail.
Coordinate executive travel, hotel arrangements, and itineraries.
Prepare reports, briefing materials, and presentations.
Research and secure conference/event registrations, travel details, and materials; purchase necessary supplies or equipment.
Support on‑site and off‑site executive meetings (room setup, A/V, materials, attendee coordination).
Prepare basic marketing materials such as flyers, banners, and event collateral.
Provide baseline IT and Office application support; coordinate computer setup, Wi‑Fi access, and escalate issues to the IT vendor when needed.
Oversee ordering, tracking, and inventory of office supplies, cleaning products, and employee‑requested items for both in‑office and remote staff; maintain stocked and organized shared spaces.
Order and track marketing materials, promotional items, client giveaways, and business cards.
Ensure functionality of office equipment (A/C, heating, printers, scanners, postage equipment); coordinate maintenance and repairs.
Manage inbound and outbound shipping.
Partner with the Office Coordinator to ensure exceptional phone and reception support.
Provide administrative support for meetings with supervisors, management, and vendors.
Manage vendors and subscriptions (e.g., cleaning, water, shredding, office supplies) and maintain relationships with the building’s maintenance team.
Maintain a tidy, professional, and welcoming office environment.
Track and reconcile office supply expenses and purchasing records.
Coordinate employee culture activities, including monthly birthday celebrations and monthly “Free Food Friday.”
Complete errands and ad hoc office tasks as needed.
Order client appreciation and holiday gifts; manage inventory and delivery.
Plan and organize office celebrations.