Senior Management Assistant/Office Manager

Swift Software; Culpeper (VA); On-site; USD 75,000 - 110,000; Full time

Job summary

Swift seeks an experienced Sr. Manager Assistant/Office Manager to support site management and department leaders. You will handle daily operations, schedule meetings, coordinate travel, and manage events, ensuring efficient and elevated administrative support across the site.

You will review access requests, coordinate with vendors, and prepare materials for reports. Strong organizational skills and discretion are essential for success in a fast-paced environment.

Qualifications

• 5+ years of progressive experience in office management or executive support for senior leaders in a fast-paced environment.
• Experience managing complex calendars, multiple priorities, meeting logistics, and travel across time zones.
• Proven ability to coordinate site operations, events, vendors, catering, and facilities while managing budgets.
• Experience with enterprise systems such as Workday, ServiceNow, and SAP Concur, and handling confidential information.

Responsibilities

• Manage site administrative responsibilities and coordinate meetings, travel, and events.
• Review Visitor Access Forms in ServiceNow and approve requests as the Site Manager’s delegate.
• Plan logistics for team meetings, off-sites, and customer visits; coordinate with vendors and other locations.
• Arrange travel for supported managers, initiate travel requests, and process expense reports.
• Prepare materials for reports and meetings; attend meetings and record minutes as required.
• Maintain Outlook calendars and on-call calendars; support special projects and cover for team members.

Skills

Office management

Executive support

Calendar management

Travel planning

Budget tracking

Tools

Workday

ServiceNow

SAP Concur

Job description

ABOUT USWe’re the world’s leading provider of secure financial messaging services, headquartered in Belgium. We are the way the world moves value – across borders, through cities and overseas. No other organisation can address the scale, precision, pace and trust that this demands, and we’re proud to support the global economy.We’re unique too. We were established to find a better way for the global financial community to move value – a reliable, safe and secure approach that the community can trust, completely. We’re always striving to be better and are constantly evolving in an ever-changing landscape, without undermining that trust. Five decades on, our vibrant community reflects the complexity and diversity of the financial ecosystem. We innovate diligently, test exhaustively, then implement fast. In a connected and exciting era, our mission has never been more relevant. Swift now has a presence in 200+ countries and legal territories to serve a community of more than 12,000 banks and financial institutions.Sr. Manager Assistant/Office ManagerIn this role, you will provide comprehensive administrative support to site management and department leaders while helping ensure that daily operations, meetings, events, travel, and special initiatives are coordinated efficiently.What to Expect:In this role you will: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.Provide backup coverage for other administrative team members upon request.Demonstrate awareness of relevant policies, processes, and procedures, and recommend improvements where appropriate.What will make you successful:We are seeking professionals with:5 or more years of progressive experience as an office manager, administrative assistant, executive assistant, or in a comparable role supporting senior leaders in a complex, fast-paced organization.Demonstrated experience managing complex calendars, recurring meetings, competing priorities, conference rooms, video conferencing, and schedules across global time zones.Experience coordinating site operations, workplace logistics, corporate events, executive visits, town halls, trainings, vendors, catering, facilities, access, and budgets.Hands-on experience preparing agendas and meeting minutes, tracking action items, arranging domestic and international travel, and processing expense reports.Experience using enterprise systems such as Workday, ServiceNow, and SAP Concur, with a proven ability to handle confidential information, manage multiple deadlines, and communicate effectively with senior leaders and internal and external stakeholders.What we offerWe give you the freedom to be yourself. We are creating an environment of unique individuals – like you – with different perspectives on the financial industry and the world. A diverse and inclusive environment in which everyone’s voice counts and where you can reach your full potential.We are committed to an inclusive and accessible recruitment process. If you require a reasonable accommodation related to accessibility during your application or interview, please contact [e-mail] or indicate this in your application.Please note that this mailbox is not monitored for general recruitment enquiries and should only be used for accessibility or accommodation-related requests (for example related to vision, hearing or neurodiversity).All requests are confidential and will not affect your candidacy.Don’t meet every single requirement? At Swift, we are dedicated to building a workplace where people can bring their full selves and ideas to the team, so if you are excited about this role, we encourage you to apply even if you do not meet every single qualification.