Office Manager-Fairfield, CT

HEI Hotels & Resorts; Fairfield (CT); On-site; USD 80,000 - 90,000; Full time

Benefits offered by this job

401(k) with matching

Health and dental insurance

Vision insurance

Vacation, sick and holiday programs

Hotel room discounts

Job summary

HEI Hotels & Resorts is seeking a Corporate Office Manager / Executive Assistant to provide high-touch, high-discretion support for the Senior Leadership Team and manage the day-to-day operations of the corporate office. This role coordinates scheduling, logistics, vendor relationships and workplace experience with professionalism and tact.

The ideal candidate will have a Bachelor's degree, 3–5+ years of EA/office management experience, and strong Microsoft Office proficiency, calendar tools,

Qualifications

• Bachelor's Degree preferred.
• 3–5+ years of experience as an executive assistant and/or office manager.
• Experience managing an office or workplace of comparable size.
• Vendor negotiation and budget management experience preferred.

Responsibilities

• Manage and prioritize SLT calendars, schedule meetings across time zones, protect focus time.
• Book travel and build detailed itineraries; handle changes in real time.
• Prepare agendas, notes, and materials for executive meetings; capture follow-up actions.
• Draft correspondence and reports; liaise with internal and external stakeholders.
• Process expense reports and reimbursements for SLT; maintain confidentiality.
• Oversee office operations, space planning, badge access and IT coordination.
• Negotiate vendor contracts; manage facilities issues and vendor relationships.
• Own the office operations budget; monitor spend and cost efficiencies.
• Support all-staff communications, events, and staff calendar of events.
• Ensure a safe workplace; support health and safety procedures.
• Assist HR with culture events, team-building, and community activities.

Skills

Microsoft Office

Calendar management

Expense management

Communication skills

Discretion and confidentiality

Education

Bachelor's Degree

Job description

About Us

HEI manages an unparalleled portfolio of leading full-service branded hotels and luxury and lifestyle independent hotels across the U.S. We are the acknowledged experts on upper-upscale, luxury, and premium select-serve hotels in urban, super-suburban, and destination locations. At HEI, we recognize that our enormous success is solely the result of our greatest asset: Our People. Where people work is a choice. Against that choice, our greatest obligation is to ensure day in and day out that our associates have the compensation and benefits they deserve and industry leading tools, training and support that they need to excel. At HEI, simply said, we honor the privilege of our associates choosing us by investing in and making them more valuable.

Don't meet every single requirement of this job? At HEI we are dedicated to building a diverse and inclusive workplace, so if you're excited about this role but your experience doesn't align perfectly with every qualification in the job description, we encourage you to still send in your information. You may be the perfect candidate for this or for other roles within our organization!

We value U.S. military experience and invite all qualified military candidates to apply.

Compensation

Salary Range: $80,000.00 - $90,000.00 AnnuallyTipped/Service Charge Eligible? NoDiscretionary Performance Bonus Eligible? Yes

Overview

The Corporate Office Manager / Executive Assistant will split time between high-touch, high-discretion support for Senior Leadership Team ("SLT") and broader responsibility for the smooth day-to-day operation of the corporate office. This person will be the central point of contact for scheduling, logistics, vendor relationships, and workplace experience.

Executive Assistant Responsibilities

Calendar & Scheduling

• Manage and prioritize calendars across SLT, resolving conflicts and protecting focus time
• Schedule internal and external meetings, coordinating across multiple time zones and stakeholders
• Anticipate scheduling needs proactively rather than reactively

Travel & Logistics

• Book travel (flights, hotels, ground transportation) and build detailed itineraries
• Handle travel changes and disruptions in real time

Meeting Support

• Prepare agendas, materials, and pre-reads for executive meetings
• Attend select meetings to capture notes and track follow-up action items
• Coordinate logistics for SLT meetings, offsite meetings, as needed

Communications & Correspondence

• Draft correspondence, presentations, and reports on executives' behalf including supporting business-related social media accounts
• Serve as a professional gatekeeper and liaison to internal and external stakeholders

Financial Administration

• Process expense reports and reimbursements for SLT

Confidentiality

• Exercise sound judgment and discretion when handling sensitive business, financial, or strategic information

Office Management Responsibilities

Workplace & Space Management

• Manage seating charts and space planning as headcount changes
• Oversee conference room booking and usage etiquette
• Coordinate desk/equipment setup, including ergonomic requests with IT and administer badge access
• Manage overall office etiquette including office presentation, attendance and dress code

Facilities & Vendor Management

• Manage vendor relationships and contracts (cleaning, IT support, security, food service, supplies)
• Negotiate vendor contracts and renewals
• Troubleshoot day-to-day facilities issues (HVAC, equipment, building management)
• Coordinate with building management as needed

Office Operations & Budget

• Own and report on the office operations budget
• Approve and track office-related spend and cost efficiencies
• Manage supply inventory and ordering

All-Staff Support

• Serve as the go-to point of contact for staff on office-related issues
• Coordinate company-wide communications on office matters (closures, changes, updates)
• Maintain the office calendar of events, holidays, and celebrations
• Manage kitchen/pantry stocking and any food & beverage program

Health & Safety

• Maintain compliance with basic workplace safety practices (fire drills, first aid kits, and emergency procedures

Culture & Events

• Assist HR in planning and executing company events, happy hours, community service / charitable events, and team-building activities

QUALIFICATIONS AND SKILLS

Education and Experience

• Bachelor's Degree is preferred
• 3-5+ years of experience as an executive assistant and/or office manager, ideally supporting multiple stakeholders
• Experience managing an office or workplace environment of comparable size
• Vendor negotiation and budget management experience preferred

Knowledge, Skills and Abilities

• Strong proficiency in Microsoft Office, calendar tools, and expense platforms
• Excellent judgment and discretion handling confidential information
• Ability to prioritize competing demands from multiple executives while managing broader office needs
• Strong written and verbal communication skills
• Ability to successfully handle many diverse projects simultaneously

WORKING CONDITIONS

• Requires presence in office

Benefits

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you! For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off. HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.