Senior Executive Assistant & Office Operations Lead

Holmberg Mechanical; Bellevue (WA); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

100% company-paid medical insurance

100% company-paid dental insurance

100% company-paid vision insurance

401(k) with company match

Generous PTO package

Paid holidays

Professional development

Job summary

Holmberg Mechanical in Bellevue, WA, is seeking an organized Office Manager/Executive Assistant to support the executive team and keep the office running smoothly in a fast-paced, professional environment.

You will coordinate calendars, travel, meetings, and communications, manage office operations, onboarding, vendor relationships, and special projects, while maintaining confidentiality and a welcoming, productive workplace.

Qualifications

• 5+ years of progressively responsible office management, executive assistant, senior administrative assistant, or related experience.
• Demonstrated experience directly supporting executives or senior leadership in a fast-paced professional environment.
• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and shared document-management systems.
• Exceptional organization, prioritization, follow-through, and attention to detail.
• Strong written and verbal communication skills, including professional business writing and proofreading.
• Ability to exercise discretion, maintain confidentiality, and use sound judgment with limited supervision.
• Strong interpersonal and customer-service skills with the ability to work effectively with executives, employees, vendors, clients, and visitors.
• Ability to shift priorities, solve problems calmly, and meet deadlines in an environment with frequent interruptions.
• Valid driver's license and ability to complete occasional local errands or off-site support as needed.

Responsibilities

• Provide high-level administrative support to executive leadership, including calendar and meeting coordination, correspondence, document preparation, action-item follow-up, travel arrangements, itineraries, reservations, expense documentation, and related logistics.
• Manage day-to-day office operations and serve as the primary contact for office-related questions, vendors, building management, deliveries, and service providers.
• Maintain office and kitchen supply standards, inventory levels, approved vendor lists, and purchasing records while monitoring costs and avoiding unnecessary spending.
• Coordinate leadership meetings and special events, including conference rooms, catering, technology, equipment, furniture, maintenance requests, common areas, and overall workplace organization.
• Handle sensitive company, employee and executive information with professionalism, discretion, and sound judgment.
• Welcome visitors, support reception coverage, answer or route incoming inquiries, and ensure guests receive professional and timely assistance.
• Partner with Human Resources on onboarding logistics, workspaces, badges, office access, orientation materials, employee events, and company communications.
• Identify opportunities to improve office procedures, communication, organization, and administrative efficiency.
• Provide backup administrative support and assist with special projects across departments as business needs require.

Skills

Office management

Executive support

Calendar management

Advanced MS Office

Communication

Discretion & confidentiality

Vendor coordination

Driver's license

Education

Bachelor's degree in business or related

Experience in construction/engineering environment

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Shared document-management systems

Job description

Holmberg Mechanical in Bellevue, WA, is seeking an organized Office Manager/Executive Assistant to support the executive team and keep the office running smoothly in a fast-paced, professional environment.

You will coordinate calendars, travel, meetings, and communications, manage office operations, onboarding, vendor relationships, and special projects, while maintaining confidentiality and a welcoming, productive workplace.