Executive Assistant & Office Operations Lead

Flexential Corp.; Denver (CO); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Medical, Telehealth, Dental and Vision

401(k)

Health Savings Accounts (HSA) and FSA

Life and AD&D

Short Term and Long-Term disability

Flex Paid Time Off (PTO)

Leave of Absence

Employee Assistance Program

Wellness Program

Rewards and Recognition Program

Job summary

Flexential Corp. is seeking an Executive Assistant & Office Manager to provide comprehensive administrative and operational support to our executives, manage complex calendars, and coordinate travel and meetings.

The role also oversees day-to-day office operations and workplace services to maintain a productive environment. The ideal candidate is highly organized, proactive, and discreet, with excellent communication and the ability to handle multiple priorities in a fast-paced, confidential

Qualifications

• 3-5+ years of experience in an Executive Assistant, Office Manager, Administrative Business Partner, or related role.
• Experience supporting VP-level leaders or above in a corporate, fast-paced, or high-growth environment.
• Demonstrated ability to manage complex calendars, coordinate travel, and support executive-level meetings and events.
• Experience coordinating office operations, workplace services, facilities requests, vendor relationships, or onsite office support activities.
• Strong organizational, prioritization, and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills, with the ability to interact professionally across all levels of the organization.
• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; experience with ServiceNow or similar workplace management systems preferred.
• Ability to manage multiple priorities independently, exercise sound judgment, and adapt to changing business needs.
• Proven ability to handle sensitive and confidential information with discretion, professionalism, and integrity.
• Ability to provide onsite support for executive meetings, board meetings, and workplace operations as business needs require.

Responsibilities

• Manage complex calendars, scheduling priorities, and meeting logistics across internal and external stakeholders.
• Coordinate domestic and international travel arrangements, including itineraries, transportation, accommodations, and travel documentation.
• Prepare and edit presentations, reports, correspondence, and other executive-facing materials with a high degree of accuracy and professionalism.
• Monitor and track action items, deliverables, and deadlines, ensuring timely follow-up and completion.
• Anticipate executive needs by proactively preparing meeting materials, briefing documents, and relevant background information.
• Serve as a trusted partner to leaders by helping prioritize commitments and optimize time management.
• Act as a primary point of contact for internal teams, external partners, and key stakeholders, ensuring professional and timely communication.
• Coordinate cross-functional meetings and activities, managing scheduling conflicts and logistical requirements.
• Support operational projects through research, information gathering, documentation, and coordination of deliverables.
• Maintain organized records, documents, and confidential information in accordance with company standards.
• Lead planning and logistics for meetings, leadership sessions, team events, and onsite activities.
• Develop agendas, assemble presentation materials, and distribute pre-read content to participants.
• Capture meeting outcomes, key decisions, and action items, ensuring follow-up and accountability.
• Coordinate meeting logistics including conference rooms, technology support, catering, and attendee communications.
• Handle highly confidential and sensitive business information with discretion, sound judgment, and professionalism.
• Demonstrate a high level of integrity in all communications and interactions with executives, employees, customers, and external partners.
• Represent leaders and the organization professionally while maintaining strong relationships across all levels of the business.
• Maintain office readiness by managing inventory and replenishment of kitchen, office, and workplace supplies.
• Coordinate purchasing and ordering of office supplies, amenities, and other workplace necessities while monitoring inventory levels.
• Serve as the onsite liaison for building management, maintenance providers, and external vendors, ensuring timely resolution of facility-related needs.
• Manage office service requests, seating assignments, workspace changes, and other workplace operations through ServiceNow and related systems.
• Monitor workplace conditions and proactively identify opportunities to improve the employee and visitor experience.
• Serve as the first point of contact for executive visitors, customers, and external guests, providing a professional and welcoming onsite experience.
• Coordinate visitor logistics, meeting room readiness, and associated support to ensure a seamless guest experience.
• Partner with internal stakeholders to support onsite meetings, leadership visits, and special events.
• Provide onsite support for executive meetings, board meetings, leadership sessions, and other high-priority business events.
• Maintain flexibility to work onsite outside of standard hybrid schedules when business needs require in-person support.
• Assist with workplace initiatives, office projects, and operational improvements that enhance the effectiveness of the office environment.
• Support ad hoc office management responsibilities and special projects as assigned.

Skills

Calendar management

Travel coordination

Executive meetings & events

Office operations

Communication

Microsoft 365

ServiceNow

Discretion & confidentiality

Onsite support

Vendor management

Education

Bachelor's degree

Tools

ServiceNow

SharePoint

Job description

Flexential Corp. is seeking an Executive Assistant & Office Manager to provide comprehensive administrative and operational support to our executives, manage complex calendars, and coordinate travel and meetings.

The role also oversees day-to-day office operations and workplace services to maintain a productive environment. The ideal candidate is highly organized, proactive, and discreet, with excellent communication and the ability to handle multiple priorities in a fast-paced, confidential