Office Manager and Executive Assistant

Xanterra Parks & Resorts•Eau Claire, WI

29d•Hybrid

About The Position

The Office Manager / Executive Assistant helps the office run seamlessly and provides practical, responsive support to the President, Vice Presidents, and Director of People Care & Development. In this blended role, you'll manage building operations, vendors, supplies, and safety programs; plan and execute internal events and celebrations; and deliver confidential, high-caliber executive assistance - calendars, travel, meetings, and HR administration. You will also support guest relations by drafting and coordinating executive-level correspondence to surprise and delight our guests or address their concerns to ensure a caring and considerate tone. As a culture carrier at the heart of our workplace, you translate "The HV Way" and our values in action, into daily experiences by creating a welcoming, well-organized environment where teams do their best work and guests and partners feel cared for. Success calls for exceptional organization, service-minded communication, sound judgment, and discretion.

Requirements

Minimum five (5) years of experience in office operations, facilities coordination, executive support, or related administrative leadership support.
Proven event coordination experience (internal events, town halls, trainings): agendas, communications, logistics, AV, and on-site execution.
Strong vendor/contractor coordination and purchasing skills; basic budget tracking and invoice processing.
Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams); Excel skills including sorting/filtering and basic formulas; Teams for channels, permissions, file structures, and shared files.
Excellent written and verbal communication; professional, service-oriented style with employees, executives, vendors, and guests.
High attention to detail and accuracy in scheduling, procurement, records, and safety documentation.
Ability to manage multiple priorities under time deadlines; self-starter who works independently and collaborates effectively across teams.
Valid driver's license; ability to support occasional offsite errands, vendor visits, and event runs.

Nice To Haves

Experience with Smartsheet, CoPilot (preferred).
Familiarity with OSHA basics, MSDS records, emergency planning, and AED program oversight (preferred).

Responsibilities

Maintain the office building and grounds to provide a safe, clean, and professional environment; supervise contracted cleaning services and coordinate flag display with partner organizations.
Oversee building operations budget; coordinate ongoing maintenance, repairs, and remodeling; manage contractors and service providers. Coordinates vendors and contractors to meet scope, budget, and timelines.
Administer office services and procedures (reception, meeting spaces, common areas, mail/postal services).
Inventory, purchase, and control office and specialty supplies (postage machine, copiers/printers, stationery, USPS/FedEx/UPS materials) and ensure best pricing through vendor sourcing.
Manage safety programs: emergency plans, drills, AED machines, emergency equipment and supplies, OSHA and MSDS documentation compliance.
Supervise the part-time Receptionist; set service standards, provide day-to-day guidance, coverage, and performance feedback.
Coordinate secure records destruction.
Plan and coordinate internal events and meetings, including Wellness Wednesdays, monthly lunches and celebrations, potlucks, holidays, town halls, and vendor visits.
Executes events and meetings with reliable logistics and attention to detail; manages event logistics end-to-end: timelines, invitations/RSVPs, room setup, AV, materials, catering, on-site coordination, and post-event follow-up.
Assist in the company FAM tour process and associated logistics.
Manage executive calendars, priorities, and meeting cadences; coordinate cross-functional and leadership meetings.
Prepare agendas, materials, notes, action logs, and follow-ups; ensure decisions and next steps are documented and shared.
Support Guest Relations with executive correspondence to guests - addressing concerns or providing surprise-and-delight gestures; ensures timely responses that maintain a professional tone.
Arrange domestic and international travel, lodging, itineraries, and expense tracking.
Provide HR administration support: schedule interviews, coordinate candidate travel, support new-hire onboarding, maintain records and electronic filing systems.
Coordinate company gifts/flowers/cards for employees and vendors.
Maintain high confidentiality and professionalism in sensitive communications and records.