Executive Assistant / Office Manager

mTrade, LLC.; Oxford, Northern (MS, KY); Hybrid; USD 35,000 - 60,000; Full time

Job summary

mTrade, LLC. in Oxford, MS seeks an Executive Assistant to the Chief Operating Officer and Office Manager for the company’s headquarters. The role supports daily operations, scheduling, and vendor coordination in a dynamic software environment.

Ideal candidates communicate clearly, organize efficiently, and handle multiple tasks with integrity. Office coordination includes meetings, travel, and facility upkeep in a fast-paced setting.

Qualifications

• Bachelor's degree in Business Administration or related field.
• Excellent proactive verbal and written communication with executives.
• Ability to manage multiple tasks simultaneously and with discretion.

Responsibilities

• Daily Office Operations: restock and organize supplies and stock rooms.
• Reception and visitor management: greet guests and direct them to the right person.
• Facilities & maintenance: coordinate vendor visits and track service needs.
• Office supplies & pantry: monitor levels and reorder items as needed.
• Meeting & workspace support: set up rooms, coordinate catering, and prep materials.
• Vendor coordination & expense docs: file receipts and forward invoices to accounting.
• Travel, reservations & logistics: arrange flights, hotels, and transportation.

Skills

Communication & Organization

Resourcefulness

Critical thinker

High performer

Education

Bachelor's 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

Communicationand 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 themand feedback,and to operate at a high level of integrity.

Job Responsibilities

1. 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

2. 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

3. 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

4. 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

5. 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

6. Travel, Reservations & Logistical Arrangements

• Booking flights, hotels, and transportation as requested
• Coordinating restaurant and venue reservations
• Handling logistical details to ensure accuracy and coverage

7. 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.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.