Executive Support & Office Operations Lead

Position Summary:

We are seeking a highly organized and proactive Executive Support & Office Operations Lead to provide direct support to the CEO and manage essential administrative functions for the office. This role is ideal for someone who thrives in a fast-paced environment and can handle a mix of executive assistance and operational tasks across multiple business units. Additionally, this role will assist the VP of Marketing with planning and executing the yearly Leadership Conference to ensure a seamless and successful event.

Key Responsibilities:

Executive Support:

• Manage the CEO’s calendar, scheduling meetings and appointments.
• Handle travel arrangements, including booking flights, hotels, and transportation.
• Draft and manage correspondence, emails, and documents on behalf of the CEO.
• Prepare reports, presentations, and other materials as needed.
• Assist with special projects, research, and data collection.

Office Administration:

• Oversee general office operations, ensuring a well-organized and efficient workspace.
• Manage office supplies, vendor relationships, and equipment maintenance.
• Handle incoming and outgoing mail, packages, and shipments.
• Maintain organized filing systems for both digital and physical documents.

Brand Business Support:

• Create and print order folders.
• Generate and send purchase orders (POs) for job-related items such as motors, bases, and couplings.
• Process offline POs for special items as needed.
• Follow up with vendors on long lead-time items (2-3 months).
• Assist with vendor setup in P21.
• Handle export license applications.
• Process receiving tasks for the hose and gasket side in P21.
• Scan and File daily shipment folders and packing lists.
• Manage incoming phone calls and direct them appropriately.
• Email invoices to Indelco.
• Organize and maintain filing systems.
• Create daily Inventory Cycle Counts and process in P21.

Leadership Conference Support (VP of Marketing Assistance):

• Assist with planning and coordination of the annual Leadership Conference.
• Manage event logistics, including venue research, vendor communication, and contract management.
• Coordinate travel, accommodations, and itineraries for attendees, speakers, and VIP guests.
• Organize conference materials such as name tags, agendas, and presentation decks.
• Handle event registration and communication with participants.
• Track budgets and manage expense reports related to conference planning.
• Assist with on-site event support, including setup, troubleshooting, and attendee assistance.
• Follow up with post-event evaluations, feedback collection, and reporting.

Qualifications & Skills:

• Minimum of 3-5 years in an Executive Assistant or Office Administration role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Experience with P21 (or similar ERP software) is a plus.
• Strong organizational skills with a high level of accuracy.
• Excellent verbal and written communication skills.
• Ability to work autonomously and anticipate needs.
• Strong ability to troubleshoot and resolve issues efficiently.
• Comfortable managing multiple tasks across different business units and supporting large-scale events.

This role is an excellent opportunity for someone who enjoys both executive support and event coordination, providing valuable contributions to the company’s operations and strategic initiatives.

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Why Build a Career with Us?

Everyone’s an Owner of the Company: Because every team member contributes to Flow Control Group’s success, everyone has the benefits of ownership! Flow Control Group has a broad-based employee ownership program extended to every employee within our portfolio companies. 
 

Competitive Benefits: Enjoy an attractive benefits package that includes Medical, Dental and Vision insurance (among other plans), competitive 401(k) matching program, career growth opportunities, employee referral program, paid time off and holidays, as well as parental leave.

Training: FCG University learning and training platform available to all employees offering over 80k courses.

Career Growth Opportunities: At Flow Control Group, we are committed to your professional development. With a vast network of over 100 brands across North America, we provide unparalleled opportunities for growth and advancement. Whether you're just starting your career or looking to take it to the next level, we offer custom training programs, mentorship, and a supportive environment to help you achieve your goals. Join us and be part of a dynamic team where your contributions make a real impact.

Equal Opportunity Employer: Flow Control Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or any other legally protected characteristics.