Office Manager & Executive Assistant

ARCO a Family of Construction Companies•Raleigh, NC

121d•Onsite

About The Position

ARCO Design/Build is a leading design-build engineering and construction firm, focusing on advanced manufacturing and life sciences. The Office Manager & Executive Assistant will support the COO and CCO of this dynamic business unit. This is a critical role responsible for managing calendars, travel, communications, the office environment, and operational infrastructure to enable the leadership team's peak performance. The position requires an experienced operator who can manage chaos with grace, act as the first point of contact for clients and partners, and contribute to a high-energy, results-oriented culture. This role is not a support position but a force multiplier, demanding a proactive, precise, and discreet individual who views their work as a craft.

Requirements

Bachelor's degree or higher required.
7+ years of experience in a senior executive assistant or office management role.
Demonstrated experience managing complex multi-executive calendars and high-volume travel logistics at a senior level.
Hands-on experience managing executive expense reporting at volume: timely, accurate, and policy-compliant without hand-holding.
Experience supporting hiring and interview coordination, including candidate-facing logistics and scheduling.
Experience managing office operations, facilities vendors, and fleet coordination.
High proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel).
Experience coordinating corporate events, leadership meetings, and client-facing functions.
Exceptional written and verbal communication skills: clear, professional, and on-brand in every interaction.
An instinct for prioritization and ability to make judgment calls under pressure.
A track record of protecting sensitive information and navigating organizational complexity with maturity and poise.
Radically Proactive: Operates three steps ahead, anticipates needs, and moves with urgency.
Unflappable: Remains calm under pressure and solves problems effectively.
Discreet and Trusted: Handles confidential information with ironclad confidentiality.
Emotionally Intelligent: Reads the room and understands human dynamics.
Precise: Ensures work is exactly right, with attention to detail.
Systems-Oriented: Identifies and implements improvements to operational infrastructure.
An Owner: Takes responsibility, fixes issues, and implements preventative measures.
A Communicator: Writes clearly, speaks confidently, and represents ARCO professionally.
A Connector and Culture Carrier: Builds positive relationships and enhances the company culture.
Brings positive energy to a high-pressure environment.

Nice To Haves

Familiarity with CRM platforms such as Dynamics 365 is a strong plus.
Genuine curiosity about tools and systems, following emerging trends and testing promising ideas.

Responsibilities

Own and architect the calendars of the COO and CCO, making scheduling decisions aligned with their priorities, anticipating conflicts, protecting focused work time, and building in buffers.
Prepare daily and weekly briefings distilling essential information, priorities, context, and required decisions.
Professionally triage and handle all requests for executive time with discretion.
Manage complex, multi-city travel with precision and foresight, including contingency planning.
Own executive expense management with rigor and accuracy, ensuring timely submission, policy compliance, and clean documentation.
Coordinate the interview process for open roles, including scheduling, logistics, candidate communications, and itinerary management.
Ensure a strong candidate experience, representing ARCO professionally.
Partner with hiring managers and HR to ensure a frictionless hiring process.
Serve as the day-to-day point of contact for the operations truck fleet, aligning with the Enterprise-wide Fleet Director.
Own the office environment at LoB headquarters, managing appearance, supplies, vendor relationships, service contracts, and lease coordination.
Review vendor contracts and office expenses with a focus on optimization and ROI.
Plan and execute team events, client receptions, leadership offsites, and milestone celebrations.
Act as an unofficial culture officer, identifying and addressing needs for morale boosts.
Coordinate with marketing, leadership, and operations to bring ARCO's brand to life internally and externally.
Handle correspondence, client-facing interactions, and internal messaging with professionalism, accuracy, and consistent tone.
Represent ARCO in every interaction, embodying the company's values.
Build systems and processes to prevent recurring operational issues.
Leverage Microsoft Dynamics 365, Microsoft 365, and internal platforms to streamline operations.
Continuously scan for and propose new tools, platforms, and workflows to enhance team operations.
Manage onboarding logistics, team communications coordination, and project tracking support.