Executive Assistant Office Manager

Holmberg Mechanical; Bellevue (WA); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

100% company-paid medical insurance

100% company-paid dental insurance

100% company-paid vision insurance

401(k) with company match

Generous PTO package

Paid holidays

Professional development

Job summary

Holmberg Mechanical in Bellevue, WA, is seeking an organized Office Manager/Executive Assistant to support the executive team and keep the office running smoothly in a fast-paced, professional environment.

You will coordinate calendars, travel, meetings, and communications, manage office operations, onboarding, vendor relationships, and special projects, while maintaining confidentiality and a welcoming, productive workplace.

Qualifications

• 5+ years of progressively responsible office management, executive assistant, senior administrative assistant, or related experience.
• Demonstrated experience directly supporting executives or senior leadership in a fast-paced professional environment.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared document-management systems.
• Exceptional organization, prioritization, follow-through, and attention to detail.
• Strong written and verbal communication skills, including professional business writing and proofreading.
• Ability to exercise discretion, maintain confidentiality, and use sound judgment with limited supervision.
• Strong interpersonal and customer-service skills with the ability to work effectively with executives, employees, vendors, clients, and visitors.
• Ability to shift priorities, solve problems calmly, and meet deadlines in an environment with frequent interruptions.
• Valid driver's license and ability to complete occasional local errands or off-site support as needed.

Responsibilities

• Provide high-level administrative support to executive leadership, including calendar and meeting coordination, correspondence, document preparation, action-item follow-up, travel arrangements, itineraries, reservations, expense documentation, and related logistics.
• Manage day-to-day office operations and serve as the primary contact for office-related questions, vendors, building management, deliveries, and service providers.
• Maintain office and kitchen supply standards, inventory levels, approved vendor lists, and purchasing records while monitoring costs and avoiding unnecessary spending.
• Coordinate leadership meetings and special events, including conference rooms, catering, technology, equipment, furniture, maintenance requests, common areas, and overall workplace organization.
• Handle sensitive company, employee and executive information with professionalism, discretion, and sound judgment.
• Welcome visitors, support reception coverage, answer or route incoming inquiries, and ensure guests receive professional and timely assistance.
• Partner with Human Resources on onboarding logistics, workspaces, badges, office access, orientation materials, employee events, and company communications.
• Identify opportunities to improve office procedures, communication, organization, and administrative efficiency.
• Provide backup administrative support and assist with special projects across departments as business needs require.

Skills

Office management

Executive support

Calendar management

Advanced MS Office

Communication

Discretion & confidentiality

Vendor coordination

Driver's license

Education

Bachelor's degree in business or related

Experience in construction/engineering environment

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Shared document-management systems

Job description

Join One of Washington's Premier Mechanical Contractors.

For over 75 years, Holmberg Mechanical has delivered innovative mechanical solutions on some of the Pacific Northwest's most recognizable commercial, healthcare, life sciences, industrial, and institutional projects. We are a privately held company known for our collaborative culture, technical excellence, and commitment to doing things the right way.

We're looking for an organized, resourceful, and people-focused Office Manager/Executive Assistant who can keep our office running smoothly while providing dependable, confidential support to executive leadership.

What You'll Do

As our Office Manager/Executive Assistant, you'll serve as the central point of coordination for daily office operations and executive administrative support.

You'll anticipate needs, manage competing priorities, create a welcoming and professional office environment, and help leaders and employees stay organized, informed, and focused.

Responsibilities

• Provide high-level administrative support to executive leadership, including calendar and meeting coordination, correspondence, document preparation, action-item follow-up, travel arrangements, itineraries, reservations, expense documentation, and related logistics.
• Manage day-to-day office operations and serve as the primary contact for office-related questions, vendors, building management, deliveries, and service providers.
• Maintain office and kitchen supply standards, inventory levels, approved vendor lists, and purchasing records while monitoring costs and avoiding unnecessary spending.
• Coordinate leadership meetings and special events, including conference rooms, catering, technology, equipment, furniture, maintenance requests, common areas, and overall workplace organization.
• Handle sensitive company, employee and executive information with professionalism, discretion, and sound judgment.
• Welcome visitors, support reception coverage, answer or route incoming inquiries, and ensure guests receive professional and timely assistance.
• Partner with Human Resources on onboarding logistics, workspaces, badges, office access, orientation materials, employee events, and company communications.
• Identify opportunities to improve office procedures, communication, organization, and administrative efficiency.
• Provide backup administrative support and assist with special projects across departments as business needs require.

Required Qualifications

• 5+ years of progressively responsible office management, executive assistant, senior administrative assistant, or related experience.
• Demonstrated experience directly supporting executives or senior leadership in a fast-paced professional environment.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared document-management systems.
• Exceptional organization, prioritization, follow-through, and attention to detail.
• Strong written and verbal communication skills, including professional business writing and proofreading.
• Ability to exercise discretion, maintain confidentiality, and use sound judgment with limited supervision.
• Strong interpersonal and customer-service skills with the ability to work effectively with executives, employees, vendors, clients, and visitors.
• Ability to shift priorities, solve problems calmly, and meet deadlines in an environment with frequent interruptions.
• Valid driver's license and ability to complete occasional local errands or off-site support as needed.

Preferred Qualifications

We'll love to see experience with:

• Associate's or bachelor's degree in business administration, communications, office management, or a related field.
• Experience in construction, engineering, professional services, or another deadline-driven project environment.
• Experience coordinating executive meetings, company events, travel, facilities, vendors, and office purchasing.
• Experience developing office procedures, tracking budgets, negotiating with vendors, or supporting organizational growth.

Why Holmberg Mechanical?

At Holmberg, you'll find more than just a job you'll find a team that genuinely enjoys working together.

We believe in:

• Working hard while enjoying what we do.
• Building lasting relationships with clients and teammates.
• Empowering employees to make decisions and take ownership.
• Investing in professional growth and career development.
• Delivering exceptional projects we're proud to put our name on.

Our culture is built on trust, teamwork, accountability, and having fun along the way.

What We Offer

• Competitive compensation based on experience.
• 100% company-paid medical, dental, and vision insurance.
• 401(k) with company match.
• Generous PTO package.
• Paid holidays.
• Collaborative, team-oriented work environment.
• Professional development and continuing education.
• 100% paid Medical

Equal Opportunity Statement:

Holmberg Mechanical is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, gender identity, gender expression, sexual orientation, or any other status protected by applicable law.