Executive Assistant/Office Administrator

Key Responsibilities

• Arrange domestic and international travel for the Managing Director, including flights, hotels, ground transportation, and itineraries.
• Prepare, process, and reconcile expense reports in a timely and accurate manner.
• Greet and welcome guests, ensuring a professional and hospitable office experience.
• Maintain the kitchen and common areas, keeping supplies stocked and spaces presentable.
• Order office supplies as needed (occasional lifting of 10-15 lbs required).
• Serve as the primary point of contact with building management for guest access, employee access cards/fobs, and other facility-related needs.
• Cook up with the building on maintenance requests, deliveries, and office logistics.
• Partner with IT to coordinate onboarding and offboarding of employees, including laptop and software setup/deactivation.
• Serve as an on-site point of contact for basic office IT needs, escalating to IT support as needed.
• Support ad hoc administrative projects for the finance and leadership team.

Qualifications

• Bilingual in English and Spanish (written and verbal) — required.
• Proficiency in Microsoft Office 365, particularly Outlook, Word, and Excel.
• Prior experience in office administration, front desk, or executive support role preferred.
• Strong organizational skills, detail-oriented, and comfort managing multiple priorities and last-minute travel changes.
• Discretion and professionalism in handling confidential expense, travel, and personnel information.
• Reliable, in-office presence; ability to occasionally lift/carry 10-15 lbs (office supplies).