Executive Assistant – Office Manager

Jobtailor; United States; On-site; USD 55,000 - 85,000; Full time

Job summary

Jobtailor in the United States is seeking an experienced Executive Assistant to support Marine leadership and teams. You will manage calendars, schedule meetings, coordinate conference calls, arrange travel, and prepare presentations and reports, ensuring a polished and professional operation.

You will be the primary in-office presence, welcome visitors, handle inquiries, process expense reports, and assist with onboarding and office logistics while maintaining confidentiality and discretion.

Qualifications

• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, Receptionist, or similar role.
• Strong organizational skills with ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Professional and service-oriented demeanor with strong interpersonal skills.
• Ability to interact confidently with clients, executives, and external visitors.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Experience coordinating travel, meetings, and office operations preferred.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide administrative support to Marine leadership and team members.
• Manage calendars, schedule meetings, and coordinate conference calls and client appointments.
• Arrange travel, accommodations, and related logistics.
• Prepare presentations, reports, correspondence, and meeting materials.
• Organize team meetings, client events, and office functions.
• Process expense reports and assist with invoice administration.
• Maintain confidential business information with professionalism and discretion.
• Serve as the primary in-office presence and first point of contact for visitors.
• Welcome guests, clients, candidates, and vendors, ensuring a professional experience.
• Answer and direct incoming telephone calls and inquiries.
• Receive, sort, distribute, and coordinate outgoing mail and deliveries.
• Manage office supplies, kitchen inventory, and general office organization.
• Coordinate office maintenance requests and vendor relationships.
• Assist with onboarding logistics for new hires, including workspace setup and office orientation.
• Ensure conference rooms and common areas are maintained and presentation-ready.
• Support employee engagement activities, celebrations, and office events.
• Coordinate catering, meeting logistics, and hospitality arrangements.
• Help foster a collaborative, welcoming, and professional office environment.
• Provide general administrative support across the Marine team as needed.

Skills

Executive Assistant Experience

Organizational Skills

Communication Skills

Microsoft Office

Travel Coordination

Expense Reporting

Meeting Logistics

Office Organization

Confidentiality Handling

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Job description

• Provide administrative support to Marine leadership and team members.
• Manage calendars, schedule meetings, and coordinate conference calls and client appointments.
• Arrange travel, accommodations, and related logistics.
• Prepare presentations, reports, correspondence, and meeting materials.
• Organize team meetings, client events, and office functions.
• Process expense reports and assist with invoice administration.
• Maintain confidential business information with professionalism and discretion.
• Serve as the primary in-office presence and first point of contact for visitors.
• Welcome guests, clients, candidates, and vendors, ensuring a professional experience.
• Answer and direct incoming telephone calls and inquiries.
• Receive, sort, distribute, and coordinate outgoing mail and deliveries.
• Manage office supplies, kitchen inventory, and general office organization.
• Coordinate office maintenance requests and vendor relationships.
• Assist with onboarding logistics for new hires, including workspace setup and office orientation.
• Ensure conference rooms and common areas are maintained and presentation-ready.
• Support employee engagement activities, celebrations, and office events.
• Coordinate catering, meeting logistics, and hospitality arrangements.
• Help foster a collaborative, welcoming, and professional office environment.
• Provide general administrative support across the Marine team as needed.

Requirements

• 3+ years of experience in an Executive Assistant, Administrative Assistant, Office Manager, Receptionist, or similar role.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Professional and service-oriented demeanor with strong interpersonal skills.
• Ability to interact confidently with clients, executives, and external visitors.
• Strong attention to detail and follow-through.
• Proficiency with Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
• Experience coordinating travel, meetings, and office operations preferred.
• Ability to handle confidential information with discretion.

Core Competencies

Demonstrates strong organizational and communication skills while providing comprehensive administrative support to leadership and team members. Proficient in managing schedules, coordinating logistics, and maintaining confidentiality in a professional office environment.

Highest-signal resume keywords

• 3+ Years Experience As Executive Assistant
• Strong Organizational Skills
• Excellent Written And Verbal Communication Skills
• Proficiency With Microsoft Office
• Ability To Handle Confidential Information

ATS Optimization Keywords

Hard Skills

• Calendar Management
• Travel Coordination
• Expense Reporting
• Meeting Logistics
• Office Organization

Soft Skills

• Interpersonal Skills
• Professional Demeanor
• Attention To Detail
• Service Orientation

Industry Keywords

• Administrative Support
• Office Management
• Client Interaction
• Confidential Information Handling

Tools & Technologies

• Microsoft Outlook
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Excel