Executive Office Manager – Admin, Travel & Events

Vaco; Indianapolis (IN); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Full benefits

Job summary

Vaco by Highspring seeks an Office Manager to support its Indianapolis office, serving as the central point of contact for guests, executives, and office operations. The role requires a friendly, professional attitude, initiative, and strong organizational skills.

The position covers front-desk duties, scheduling, travel logistics, meetings, events, and coordination with Marketing and Accounting. Growth into HR support is possible for the right candidate.

Responsibilities

• Provide proactive administrative support for the Indianapolis office and its departments, maintaining a current list of priorities and executing with speed and efficiency.
• Manage front-desk and general office responsibilities, including greeting guests, mail distribution, and shipping labels.
• Maintain office supplies, conference rooms, kitchen, and common areas; manage copier supplies and service needs.
• Serve as an office contact for building management; track facility issues and communicate updates.
• Support executive and team scheduling, calendar management, and meeting preparation, including CRM entries.
• Coordinate executive travel and logistics, including flights, hotels, and HQ visits near Chicago.
• Coordinate on- and off-site meetings and company events, including venues, invitations, and agendas.
• Support Employee Engagement Committee by organizing events and maintaining the office calendar.
• Assist with corporate card and expense administration; manage memberships and subscriptions.
• Opportunity to grow into additional HR support responsibilities over time.

Skills

Microsoft Office

CRM familiarity

Organization

Interpersonal communication

Time management

Tools

Salesforce

Job description

Vaco by Highspring seeks an Office Manager to support its Indianapolis office, serving as the central point of contact for guests, executives, and office operations. The role requires a friendly, professional attitude, initiative, and strong organizational skills.

The position covers front-desk duties, scheduling, travel logistics, meetings, events, and coordination with Marketing and Accounting. Growth into HR support is possible for the right candidate.