Executive Admin & Office Operations Lead

Federal Hearings And Appeals; Wilkes-Barre (Luzerne County); On-site; USD 39,000 - 53,000; Full time

Job summary

Federal Hearings And Appeals in Wilkes-Barre, PA, is seeking an Executive Administrative Assistant to support senior leadership and manage day‑to‑day office operations. The role blends high‑level administrative tasks with hands‑on office management and employee event coordination.

The ideal candidate will have 3+ years’ experience, exceptional communication, and strong organizational skills, with proficiency in Microsoft Office and Google Workspace.

Qualifications

• 3+ years of experience in an executive assistant, administrative, or office management role.
• Excellent written and verbal communication skills.
• Strong organizational skills with keen attention to detail.
• Proficiency in Microsoft Office / Google Workspace (calendar, email, docs, spreadsheets).
• Ability to juggle multiple priorities and deadlines.
• Discretion when handling confidential information.

Responsibilities

• Manage complex calendars, scheduling meetings, and resolving time/travel conflicts.
• Coordinate travel arrangements, itineraries, and expense reports.
• Draft, proofread, and send correspondence, memos, and presentations on behalf of executives.
• Screen calls, emails, and requests, prioritizing based on urgency and relevance.
• Prepare meeting agendas, take minutes, and track follow‑up action items.
• Act as a liaison between executives and internal/external stakeholders.
• Maintain and monitor office supply inventory; place orders and manage vendor relationships.
• Track equipment, furniture, and asset inventories, ensuring accurate records.
• Coordinate office maintenance requests and manage relationships with building management and service providers.
• Ensure the office environment is organized, stocked, and functioning efficiently.
• Manage incoming/outgoing mail and shipments.
• Plan and execute employee events (holiday parties, team‑building activities, birthdays, milestones, off‑sites).
• Coordinate logistics: venue booking, catering, budgets, invitations, and vendor coordination.
• Support onboarding logistics for new hires (workstation setup, welcome materials, first‑day coordination).
• Assist with internal communications related to office announcements and events.
• Multitask across competing priorities in a fast‑paced environment.
• Maintain confidentiality with sensitive information.
• Support ad hoc projects and cross‑functional initiatives as needed.
• Identify opportunities to improve office processes and efficiency.

Skills

Excellent written and verbal comms

Strong organizational skills

Multitasking

Discretion with confidential info

Ability to juggle priorities

Tools

Microsoft Office

Google Workspace

Job description

Federal Hearings And Appeals in Wilkes-Barre, PA, is seeking an Executive Administrative Assistant to support senior leadership and manage day‑to‑day office operations. The role blends high‑level administrative tasks with hands‑on office management and employee event coordination.

The ideal candidate will have 3+ years’ experience, exceptional communication, and strong organizational skills, with proficiency in Microsoft Office and Google Workspace.