Executive Assistant / Office Manager

mTrade; Oxford (MS); On-site; USD 42,000 - 68,000; Full time

Job summary

mTrade in Oxford, MS is seeking an Executive Assistant to the Chief Operating Officer who will also serve as Office Manager at the headquarters. The role covers daily office operations, guest reception, vendor coordination, and event support.

The ideal candidate demonstrates strong communication, proactive organization, and the ability to manage multiple tasks with integrity in a fast-paced software environment.

Qualifications

• Excellent communication skills, both verbal and written, with ability to respond accurately to executive guidance.
• Ability to anticipate needs and think several steps ahead for executives.
• Strong strategic thinking in a fast-paced environment and drive for high-quality results.

Responsibilities

• Handle daily office operations and oversee reception and visitor management.
• Restock and organize common areas and office supplies; coordinate vendor relations and deliveries.
• Coordinate maintenance, janitorial, and building services; track service needs and initiate corrective actions.
• Manage meeting rooms, catering, and event logistics; ensure spaces are reset after use.
• Take and distribute meeting minutes when requested; support travel and itinerary planning.
• Process vendor paperwork (W-9s), collect invoices, and assist with expense documentation.

Skills

Communication & Organization

Resourcefulness

Critical thinking

High performer

Education

Bachelor's degree in Business Administration

Job description

Serves as Executive Assistant to Chief Operating Officer of dynamic high growth software company in Oxford, MS. In addition, serves as the Office Manager at the Company’s headquarters.

Skills

Communication and Organization: Excellent proactive verbal and written communication skills, including the ability to listen and accurately respond to requests and guidance given. Frequent contact with executive management. Expected to handle multiple tasks simultaneously.

Resourcefulness: The ability to take the initiative and be mindfully thinking “a few steps ahead” to anticipate what might be needed by the executives.

Critical thinker: The ability to think strategically in a fast-paced environment to manage the many different moving parts of the role.

High performer: This role is best suited for someone who is willing to go the extra mile, has a drive and a passion for being of service and producing great results, able to listen keenly to what’s being asked of them and feedback, and to operate at a high level of integrity.

Job Responsibilities

• Daily Office Operations
• Restocking and organizing shared office supplies and common areas
• Managing the experience of anyone coming into the office, including:
• Overseeing and owning the reception area
• Greeting visitors
• Directing them to the correct person or location
• Serving as the point of contact for vendors and deliveries
• Receiving, sorting, and distributing mail and packages directly to employees
• Monitoring overall readiness of the office throughout the day
• Facilities & Maintenance Coordination
• Coordinating scheduled maintenance and inspections
• Communicating directly with maintenance, janitorial, and building vendors
• Tracking required services and identifying issues that need attention
• Initiating corrective action when problems arise
• Office Supplies, Equipment & Pantry Management
• Monitoring supply levels and restocking before shortages occur
• Maintaining organization of supply storage and shared equipment areas
• Coordinating printer readiness, paper supply, and service needs
• Ordering pantry items based on usage and obtaining required approvals
• Meeting, Event & Workspace Support
• Preparing meeting rooms with appropriate setup and materials
• Coordinating catering and logistical needs
• Ensuring spaces are returned to standard condition after meetings
• Maintaining overall readiness of conference rooms and shared spaces
• Taking minutes for internal meetings when requested
• Vendor Coordination & Expense Documentation
• Maintaining receipts for office-related purchases
• Submitting invoices and documentation to accounting
• Collecting vendor paperwork (e.g., W-9s) as needed
• Tracking payments to completion
• Travel, Reservations & Logistical Arrangements
• Booking flights, hotels, and transportation as requested
• Coordinating restaurant and venue reservations
• Handling logistical details to ensure accuracy and coverage
• Sales, Marketing & Event Support
• Completing conference and event registrations
• Tracking deadlines and confirmations
• Coordinating materials and printing as requested

Education

Bachelors in Business Administration or related field.