Senior Executive Assistant & Office Operations Lead

Swift; Culpeper (VA); On-site; USD 70,000 - 100,000; Full time

Job summary

Swift seeks a Sr. Manager Assistant/Office Manager to provide comprehensive administrative support to site management and department leaders in Culpeper, VA.

You will coordinate daily operations, meetings, travel, and events, while ensuring efficient processes and accurate record-keeping across time zones. Key responsibilities include managing complex calendars, reviewing visitor access, preparing reports, minutes, and coordinating with vendors and external partners to keep the site running

Qualifications

• Five or more years of progressive experience in office management or executive support.
• Experience managing complex calendars, meetings, and schedules across global time zones.
• Experience coordinating site operations, events, vendors, and budgets.
• Hands-on experience preparing agendas, minutes, travel arrangements, and expense reporting.
• Proficient with enterprise systems such as Workday, ServiceNow, and SAP Concur.

Responsibilities

• Manage site administrative responsibilities, organize and facilitate meetings, and coordinate with responsible groups to support the effective upkeep and operation of the site.
• Review Visitor Access Forms in ServiceNow and serve as the Site Manager’s delegate for visitor request approvals.
• Perform administrative or technical duties related to the activities of supported managers or departments.
• Plan and coordinate logistics for team meetings, off-sites, departmental gatherings, customer visits, and special occasions.
• Support on-site and off-site events by working with external vendors to select venues, catering, and entertainment, and coordinate with employees at other locations as needed.
• Arrange travel for supported managers, initiate travel requests, and process and submit expense reports.
• Collect and prepare materials for reports, meetings, and presentations; attend meetings and record minutes when required.
• Maintain Outlook calendars and update the U.S. On-Call calendar in ServiceNow.
• Participate in special projects and initiatives outside the normal administrative scope as needed.

Skills

Office management

Calendar management

Travel coordination

Executive support

Event planning

Vendor management

Workday

ServiceNow

SAP Concur

Tools

Workday

ServiceNow

SAP Concur

Job description

Swift seeks a Sr. Manager Assistant/Office Manager to provide comprehensive administrative support to site management and department leaders in Culpeper, VA.

You will coordinate daily operations, meetings, travel, and events, while ensuring efficient processes and accurate record-keeping across time zones. Key responsibilities include managing complex calendars, reviewing visitor access, preparing reports, minutes, and coordinating with vendors and external partners to keep the site running