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.