Office Administrator

RHOBACK INC; Charlottesville (VA); On-site; USD 50,000 - 78,000; Full time

Job summary

Rhoback Inc. is seeking an Office Administrator to ensure smooth day-to-day operation of the corporate office in Charlottesville. The role involves calendar management for the three founders, coordinating travel, onboarding logistics, and supporting events and internal communications.

The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced, high-growth environment. You will partner with IT, Leasing, HR, and cross-functional teams to drive operational

Qualifications

• 2–4 years of experience in an office administration, operations, or executive assistant role.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite.
• Discretion with confidential information in support of senior leadership.
• Exceptional attention to detail across calendar management and documentation.
• Comfort operating in ambiguity in a fast-changing, high-growth environment.
• Self-starter mindset with the ability to work independently.

Responsibilities

• Manage front-of-office functions including reception, mail, supplies, and vendor relationships.
• Maintain a clean, organized, welcoming office environment.
• Coordinate facility needs including maintenance and office equipment.
• Oversee office supply inventory and budgeting within approvals.
• Prepare and distribute internal communications and company announcements.
• Maintain organized filing systems for digital and physical documents.
• Serve as primary calendar manager for all founders’ scheduling and calendar end-to-end.
• Coordinate travel arrangements for the founders.
• Act as a liaison for internal and external stakeholders.

Skills

Office administration

Calendar management

Vendor relations

Event planning

Tools

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Administrator

24 days ago Requisition ID: 1010

Salary Range: $50,000.00 To $78,000.00 Annually

The Role

The Office Administrator will be responsible for ensuring the smooth day-to-day operation of our corporate office. This role is ideal for someone who thrives in a fast-paced, evolving environment, can wear many hats, and enjoys building processes from the ground up. A core part of this role includes owning calendar management across the organization and supporting our 3 founders with scheduling and administrative needs. This role ensures smooth office functioning, strengthens internal communication, and supports key administrative processes that help our teams deliver exceptional customer experiences. The ideal candidate is organized, resourceful, and comfortable working in a fast-paced environment.

What You’ll Do

• Manage all front-of-office functions including reception, mail, supplies, and vendor relationships, including managing shipping vendor relationships
• Maintain a clean, organized, and welcoming office environment, incuding recycling and managing disposal
• Coordinate facility needs including maintenance, repairs, and office equipment
• Oversee office supply inventory and manage purchasing within budget
• Prepare and distribute internal communications, memos, and company announcements
• Maintain organized filing systems - both digital and physical - ensuring document accuracy and compliance
• Serve as the primary calendar manager for all 3 founders, owning their scheduling end-to-end including internal meetings, external appointments, and recurring syncs
• Proactively resolve scheduling conflicts and prioritize the founders' time in alignment with company priorities
• Coordinate travel arrangements for the founders including flights, accommodations, ground transportation, and itineraries
• Act as a trusted point of contact on behalf of the founders for internal and external stakeholders
• Manage the office-wide shared calendar, ensuring visibility into company events, holidays, team meetings, and key deadlines
• Partner with the Founders on holiday events/gifting for employees and Rhoback partners
• Coordinate meeting room bookings and ensure spaces are prepared and equipped ahead of time
• Assist HR with onboarding logistics for new hires (workspace setup, equipment, welcome materials)
• Help coordinate company events, team lunches, offsites, and recognition programs, including the Warehouse team during high volume sales events, e.g. Longest Day of the Year, Black Friday
• Serve as a point of contact for employee questions related to office policies and procedures
• Lead the planning and execution of office and company events, including larger team meetings, and milestone celebrations
• Serve as the primary liaison with the Leasing Manager to coordinate office needs, lease-related logistics, and facility communications
• Partner with IT to manage office technology, equipment provisioning, troubleshooting escalations, and onboarding/offboarding tech setup
• Collaborate with cross-functional teams to align on shared initiatives and ensure seamless day-to-day coordination
• Support cross-functional teams with product samples
• Support the delivery of an exceptional customer experience by ensuring internal operations and communications run efficiently behind the scenes, including supporting Warehouse and local Retail location
• Identify inefficiencies in administrative workflows and recommend improvements
• Help develop and document office policies and SOPs as the company grows
• Support cross-functional projects and special initiatives as assigned
• Assist with office vendor contract tracking and basic budget reconciliation

What We’re Looking For

• 2-4 years of experience in an office administration, operations, or executive assistant role
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite
• Demonstrated ability to exercise discretion and handle highly confidential information with professionalism and integrity - particularly in close support of senior leadership
• Exceptional attention to detail with a commitment to accuracy across all tasks, from calendar management to document preparation
• Comfort operating in ambiguity; able to make sound judgments, adapt quickly, and stay organized in a fast-changing, high-growth environment
• A self-starter mindset withthe ability to work independently

What Success Looks Like

• You know the office rhythms, have built key relationships, and own calendar support for the Founders.
• You are the go-to for office operations, the founders' schedules run smoothly, and the organization trusts you.
• You have improved at least one core process, executed a company event, and are a strong partner to IT, Leasing, and cross-functional team. The office runs better because you're in it.
• You grow with the company, shape office culture, and are a cornerstone of the operational excellence that drives our customer experience.

Education and Experience

• Experience in a retail, consumer goods, or multi-location company environment
• Familiarity with tools such as Teams, Microsoft Office Suite or similar platforms
• Familiarity and literacy with IT/technology
• Experience supporting high level leaders
• Exposure to a high-growth or scaling business

Physical Requirement (if applicable)

This role may invole performing job-related tasks that occasionally require physical activity, such as lifting, pushing, or pulling items 10 lbs or more, with our without reasonable accommodation. (include for all warehouse and retail roles, determine if relevant for office roles)

This job description is not designed to cover or contain a comprehensive list of duties, activities, or responsibilities of this position. Duties, responsibilities, and activities may change, or new ones assigned at any time with or without notice.

Company Mission:Rhoback is a community of passionate and motivated people looking to generate positivity, bring people together, and inspire activity by creating high quality products and engaging content for those who seek inspiration, motivation, and connection with a #craveactivity mentality.