Executive & Office Administrator

BSI Engineering

Mason (OH)

Hybrid

USD 55,000 - 75,000

Full time

5 days ago

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Benefits offered by this job

Employee ownership

401(k) with company match

Medical, Dental, and Vision Insurance

Paid Parental Leave

Paid Time Off and Holidays

Generous performance-based bonuses

Flexible Telecommuting Policy

Tuition Reimbursement

Onsite fitness center

Job summary

BSI Engineering in Mason, OH seeks an Executive & Office Administrator to partner with the President and leadership, manage executive-ready materials, and ensure a polished, welcoming office across locations.

This onsite role requires exceptional organization, discretion, and service mindset, handling travel, events, front-desk duties, and collaboration with HR and Marketing to create an outstanding employee and client experience.

Qualifications

5+ years of progressively responsible administrative or executive support experience.
Experience supporting senior leaders and interacting with executives, clients and boards.
Advanced PowerPoint skills to create executive-ready decks.
Proficiency in Outlook, Word and Excel.
Excellent organization and ability to manage multiple deadlines.
Strong written and verbal communication with professional, welcoming presence.
Discretion and ability to handle confidential information.

Responsibilities

Provide administrative support to the President and Executive Team, including meetings, travel, expenses.
Develop executive slide decks and board materials.
Coordinate board materials and confidentiality.
Serve as front desk ambassador for visitors and vendors.
Coordinate office operations and vendor relationships.
Plan and execute company events and employee experiences.
Assist with travel, catering, and logistics.

Skills

Executive support

Senior leadership support

Communication skills

Project coordination

Discretion

Service mindset

Tools

PowerPoint

Outlook

Word

Excel

Job description

BSI Engineering is seeking a highly organized, polished, and service-minded Executive & Office Administrator to serve as a key administrative partner to our President and Executive Team while helping create an exceptional experience for employees, clients, and visitors. This is a highly visible role for someone who enjoys being at the center of a busy organization—supporting executive priorities, developing polished presentations and Board materials, coordinating client needs, keeping office operations running smoothly, and bringing company events and employee experiences to life across our locations. The ideal candidate is equally comfortable preparing an executive-level presentation, welcoming an important client, coordinating a company-wide event, booking travel, organizing a catered lunch, or simply noticing something needs to be done and taking care of it. Success in this role requires exceptional organization, discretion, professionalism, follow-through, and a genuine service mindset. This position is based at the primary reception/workstation at the entrance of our Cincinnati office. As the first point of contact for many clients, candidates, vendors, and visitors, this individual plays an important role in creating a polished and welcoming first impression of BSI while providing senior-level administrative support throughout the organization. This position reports to the Vice President of Human Resources and is based out of our BSI Engineering office located at 5191 Natorp Blvd, Suite 600B in Mason, OH.

Executive & Board Support

Provide administrative support to the President and Executive Team, including meetings, scheduling, travel, reservations, expenses, correspondence, and special projects.
Develop polished, executive-ready slide deck presentations using content, data, and direction provided by leadership.
Coordinate recurring presentation decks for staff meetings, State of the Company meetings, Board meetings, and other executive presentations, including gathering content and managing contributor deadlines.
Support the Board of Directors through the President, including meeting preparation, correspondence, scheduling, materials, and follow-up.
Prepare and distribute Board materials in advance of meetings and maintain appropriate confidentiality of executive and Board information.
Anticipate administrative needs and proactively coordinate solutions that allow executives to remain focused on business priorities.

Office Operations & Client Experience

Serve as the primary point of welcome for employees, clients, candidates, vendors, and visitors from the front desk/reception workstation at the entrance of the Cincinnati office.
Coordinate client visits and hospitality in partnership with Marketing and business leaders, including meeting spaces, catering, materials, and other logistics.
Manage day-to-day office administrative needs, including phones, mail, deliveries, shipments, supplies, kitchen/hospitality items, conference rooms, and lunches.
Coordinate travel, reservations, catering, and other office and business logistics.
Serve as an administrative point of contact for office vendors and coordinate routine service and maintenance visits through completion.
Proactively help maintain an organized, welcoming, professional, and client-ready office environment.

Events & Employee Experience

Lead administrative planning and logistics for company and employee events across BSI locations.
Coordinate venues, vendors, catering, invitations, materials, travel, timelines, budgets, and event-day logistics.
Coordinate employee recognition activities, including birthdays, anniversaries, milestone celebrations, gifts, and other acknowledgments.
Coordinate company swag, onboarding and/or related employee materials.
Partner with HR, Marketing, and other teams to support companywide meetings, employee activities, and special initiatives.
Provide flexible administrative support as organizational needs evolve.

Qualifications & Skills

5+ years of progressively responsible administrative, executive support, office operations, or related experience preferred.
Experience supporting senior leaders and interacting professionally with executives, clients, Board members, and other key stakeholders.
Advanced Microsoft PowerPoint skills with demonstrated ability to transform content, data, and executive direction into polished, visually compelling presentations; strong proficiency in Outlook, Word, and Excel.
Exceptional organization and project coordination skills with the ability to manage multiple priorities, contributors, and deadlines.
Strong written and verbal communication skills with a polished, professional, and welcoming presence.
Sound judgment and discretion when handling sensitive and confidential information.
Proactive, service-oriented approach with demonstrated ability to anticipate needs, solve problems, follow through, and comfortably handle both executive-level work and everyday office needs.

What Success Looks Like

You become someone the organization can count on. Executives are prepared and supported, Board materials are polished and timely, clients and visitors feel welcomed, events are thoughtfully coordinated, and everyday office needs are anticipated and handled. You take pride in both high-level executive support and the small details that create an exceptional employee, client, and business experience.

Position Details

This is a full-time, exempt, benefits-eligible position. Occasional evening and/or weekend work may be necessary. This position is onsite five days per week with occasional teleworking after successful completion of onboarding and training. The role also offers a competitive base salary and generous benefits package including opportunities for both individual and company performance based bonuses.

Why Join BSI?

At BSI, our employees are more than team members. They are owners. As an employee-owned company, we all share in the success of the organization and are committed to building a strong future together. We believe our people are our greatest asset, and we invest in their growth, development, and well-being.

Our culture is built around our BSI Core Values and a shared commitment to creating meaningful impact for our clients, employees, and communities.

What We Offer