Office Manager-Fairfield, CT

HEI Hotels and Resorts•Norwalk, CT

8d•Onsite

About The Position

The Corporate Office Manager / Executive Assistant will split time between high-touch, high-discretion support for Senior Leadership Team ("SLT") and broader responsibility for the smooth day-to-day operation of the corporate office. This person will be the central point of contact for scheduling, logistics, vendor relationships, and workplace experience.

Requirements

3-5+ years of experience as an executive assistant and/or office manager, ideally supporting multiple stakeholders
Experience managing an office or workplace environment of comparable size
Strong proficiency in Microsoft Office, calendar tools, and expense platforms
Excellent judgment and discretion handling confidential information
Ability to prioritize competing demands from multiple executives while managing broader office needs
Strong written and verbal communication skills
Ability to successfully handle many diverse projects simultaneously

Nice To Haves

Bachelor’s Degree is preferred
Vendor negotiation and budget management experience preferred

Responsibilities

Manage and prioritize calendars across SLT, resolving conflicts and protecting focus time
Schedule internal and external meetings, coordinating across multiple time zones and stakeholders
Anticipate scheduling needs proactively rather than reactively
Book travel (flights, hotels, ground transportation) and build detailed itineraries
Handle travel changes and disruptions in real time
Prepare agendas, materials, and pre-reads for executive meetings
Attend select meetings to capture notes and track follow-up action items
Coordinate logistics for SLT meetings, offsite meetings, as needed
Draft correspondence, presentations, and reports on executives' behalf including supporting business-related social media accounts
Serve as a professional gatekeeper and liaison to internal and external stakeholders
Process expense reports and reimbursements for SLT
Exercise sound judgment and discretion when handling sensitive business, financial, or strategic information
Manage seating charts and space planning as headcount changes
Oversee conference room booking and usage etiquette
Coordinate desk/equipment setup, including ergonomic requests with IT and administer badge access
Manage overall office etiquette including office presentation, attendance and dress code
Manage vendor relationships and contracts (cleaning, IT support, security, food service, supplies)
Negotiate vendor contracts and renewals
Troubleshoot day-to-day facilities issues (HVAC, equipment, building management)
Coordinate with building management as needed
Own and report on the office operations budget
Approve and track office-related spend and cost efficiencies
Manage supply inventory and ordering
Serve as the go-to point of contact for staff on office-related issues
Coordinate company-wide communications on office matters (closures, changes, updates)
Maintain the office calendar of events, holidays, and celebrations
Manage kitchen/pantry stocking and any food & beverage program
Maintain compliance with basic workplace safety practices (fire drills, first aid kits, and emergency procedures)
Assist HR in planning and executing company events, happy hours, community service / charitable events, and team-building activities