Executive Office Administrator — Front Desk & HR Liaison

ipgjobs; Huntsville (AL); On-site; USD 45,000 - 55,000; Full time

Job summary

IPG Defense, based in Huntsville, AL, seeks an Office Administrator to manage the front desk, visitor experience, and executive support. You will serve as the site HR liaison and keep daily operations running smoothly while protecting confidentiality.

The role requires organization, proactivity, and discretion with multiple priorities. A degree is preferred, with 3+ years in admin roles; strong MS Office or Google Workspace skills are essential.

Qualifications

• Associate's or Bachelor's degree preferred; relevant administrative experience accepted in lieu of a degree.
• 3+ years of office administration, executive assistance, or administrative support.
• Proficiency in Microsoft Office Suite or Google Workspace.
• Strong organizational, time-management, and communication skills.

Responsibilities

• Greet and manage visitors, check-in, badging, visitor logs, and escort coordination.
• Serve as primary contact for calls, deliveries, and inquiries.
• Provide executive administrative support to VP and leadership, including calendar and travel.
• Prepare correspondence, presentations, and meeting materials; coordinate events.
• Coordinate onboarding with HR, benefits queries, and policy communications.
• Maintain confidential personnel records and support day-to-day operations.

Skills

Visitor management

Executive support

Calendar management

Travel arrangements

Communication skills

Education

Associate/Bachelor's degree

Tools

Microsoft Office

Google Workspace

Job description

IPG Defense, based in Huntsville, AL, seeks an Office Administrator to manage the front desk, visitor experience, and executive support. You will serve as the site HR liaison and keep daily operations running smoothly while protecting confidentiality.

The role requires organization, proactivity, and discretion with multiple priorities. A degree is preferred, with 3+ years in admin roles; strong MS Office or Google Workspace skills are essential.