Office Manager & Executive Assistant

ARCO Companies•Raleigh, NC

3d•Onsite

About The Position

ARCO Design/Build is a leading design-build engineering and construction firm, with its Advanced Manufacturing & Life Sciences Line of Business at the forefront of the country's reindustrialization. This business unit focuses on building facilities for pharmaceuticals, semiconductors, precision manufacturing, and food and beverage production. The company culture is high-energy, high-trust, and results-oriented, emphasizing speed and high standards. This role is described as a "force multiplier" and is considered one of the most consequential hires, operating at the center of a fast-moving business unit. The Office Manager & Executive Assistant will manage calendars, travel, communications, and the office environment to enable the leadership team to perform at their best. This individual will be the first point of contact for clients and partners, a problem-solver for the team, and responsible for maintaining the office culture and operational flow with an appearance of effortlessness. The role is for a "proven operator" who views this as a craft and has experience at a high level within an organization worthy of their skills.

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).
Familiarity with CRM platforms such as Dynamics 365 is a strong plus.
A genuine curiosity about tools and systems; following emerging technologies and testing promising ones.
Experience coordinating corporate events, leadership meetings, and client-facing functions.
Exceptional written and verbal communication skills: clear, professional, and on-brand.
An instinct for prioritization and making sound 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 discretion.
Emotionally Intelligent: Reads the room and understands the human dynamics of leadership.
Precise: Ensures work is exactly right, with attention to detail.
Systems-Oriented: Identifies and implements improvements to operational infrastructure.
An Owner: Takes responsibility for issues, fixes them, and implements preventative measures.
A Communicator: Writes clearly, speaks confidently, and represents the company professionally.
A Connector and Culture Carrier: Builds positive relationships and enhances the company culture.
Fun: Brings positive energy to a high-pressure environment.

Nice To Haves

Familiarity with CRM platforms such as Dynamics 365.

Responsibilities

Own and architect the calendars of the COO and CCO, making scheduling decisions based on their priorities, anticipating conflicts, protecting focused work time, and building in buffers.
Prepare daily and weekly briefings that distill essential information, priorities, context, and required decisions.
Triage, assess, and professionally handle all requests for time with discretion.
Manage complex, multi-city travel with precision and foresight, including contingency planning.
Own expense management for the COO and CCO 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 positive impression of ARCO for all candidates.
Partner with hiring managers and HR to ensure a smooth 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 the 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, noticing 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 issues, rather than just fixing them.
Leverage Microsoft Dynamics 365, Microsoft 365, and internal platforms to streamline information flow and automate tasks.
Continuously scan for and propose new tools, platforms, and workflows to enhance team operations.
Manage onboarding logistics, team communications coordination, and project tracking support as needed.