Office Administrator

RHOBACK INC•Charlottesville, VA

22d

About The Position

The Office Administrator will be responsible for ensuring the smooth day-to-day operation of our corporate office. This role is ideal for someone who thrives in a fast-paced, evolving environment, can wear many hats, and enjoys building processes from the ground up. A core part of this role includes owning calendar management across the organization and supporting our 3 founders with scheduling and administrative needs. This role ensures smooth office functioning, strengthens internal communication, and supports key administrative processes that help our teams deliver exceptional customer experiences. The ideal candidate is organized, resourceful, and comfortable working in a fast-paced environment.

Requirements

2–4 years of experience in an office administration, operations, or executive assistant role
Exceptional organizational skills with the ability to manage multiple priorities simultaneously
Strong written and verbal communication skills
Proficiency in Microsoft Office Suite
Demonstrated ability to exercise discretion and handle highly confidential information with professionalism and integrity — particularly in close support of senior leadership
Exceptional attention to detail with a commitment to accuracy across all tasks, from calendar management to document preparation
Comfort operating in ambiguity; able to make sound judgments, adapt quickly, and stay organized in a fast-changing, high-growth environment
A self-starter mindset with the ability to work independently

Nice To Haves

Experience in a retail, consumer goods, or multi-location company environment
Familiarity with tools such as Teams, Microsoft Office Suite or similar platforms
Familiarity and literacy with IT/technology
Experience supporting high level leaders
Exposure to a high-growth or scaling business

Responsibilities

Manage all front-of-office functions including reception, mail, supplies, and vendor relationships, including managing shipping vendor relationships
Maintain a clean, organized, and welcoming office environment, incuding recycling and managing disposal
Coordinate facility needs including maintenance, repairs, and office equipment
Oversee office supply inventory and manage purchasing within budget
Prepare and distribute internal communications, memos, and company announcements
Maintain organized filing systems — both digital and physical — ensuring document accuracy and compliance
Serve as the primary calendar manager for all 3 founders, owning their scheduling end-to-end including internal meetings, external appointments, and recurring syncs
Proactively resolve scheduling conflicts and prioritize the founders' time in alignment with company priorities
Coordinate travel arrangements for the founders including flights, accommodations, ground transportation, and itineraries
Act as a trusted point of contact on behalf of the founders for internal and external stakeholders
Manage the office-wide shared calendar, ensuring visibility into company events, holidays, team meetings, and key deadlines
Partner with the Founders on holiday events/gifting for employees and Rhoback partners
Coordinate meeting room bookings and ensure spaces are prepared and equipped ahead of time
Assist HR with onboarding logistics for new hires (workspace setup, equipment, welcome materials)
Help coordinate company events, team lunches, offsites, and recognition programs, including the Warehouse team during high volume sales events, e.g. Longest Day of the Year, Black Friday
Serve as a point of contact for employee questions related to office policies and procedures
Lead the planning and execution of office and company events, including larger team meetings, and milestone celebrations
Serve as the primary liaison with the Leasing Manager to coordinate office needs, lease-related logistics, and facility communications
Partner with IT to manage office technology, equipment provisioning, troubleshooting escalations, and onboarding/offboarding tech setup
Collaborate with cross-functional teams to align on shared initiatives and ensure seamless day-to-day coordination
Support cross-functional teams with product samples
Support the delivery of an exceptional customer experience by ensuring internal operations and communications run efficiently behind the scenes, including supporting Warehouse and local Retail location
Identify inefficiencies in administrative workflows and recommend improvements
Help develop and document office policies and SOPs as the company grows
Support cross-functional projects and special initiatives as assigned
Assist with office vendor contract tracking and basic budget reconciliation