Office Manager

ARCHER Systems is a leading technology-enabled legal services company that provides pre-settlement and post-settlement administration services for single event, mass tort, and class action cases. The company leverages technology and top-tier talent to enhance customer service, offer new product lines, and help claimants access their settlement proceeds efficiently. Core offerings include post-settlement Healthcare Lien Resolution Administration, QSF (Qualified Settlement Fund) Administration, claims administration, lien resolution, probate and bankruptcy coordination, release administration, medical records review, and intake/census preparation.

About the role

The Office Manager / Executive Assistant ensures the day-to-day operations of ARCHER Systems’ Houston offices run smoothly and provides high-level administrative support to the executive team. This role partners closely with the Culture Committee, HR, and Marketing to deliver employee experiences—such as monthly lunches, birthday celebrations, anniversary gifts, town halls, and new hire welcomes—that reinforce company culture. Acting as a connection between facilities, people operations, and the executive office, this position is often the first point of contact for employees, vendors, and visitors.

Responsibilities

• Manage all office seating arrangements, maintain the seating chart, and provide recommendations to leadership as new hires are onboarded across both Houston offices.
• Coordinate new hire welcome gifts and employee anniversary gifts, including bulk ordering at the start of the year and facilitating distribution throughout the year.
• Oversee facility management activities, including furniture storage, monthly facilities-related bill payments, and ongoing furniture needs across all office locations.
• Support company town halls by preparing slides, coordinating logistics, and managing on-site audio/visual equipment such as speakers and amplifiers in the Houston office.
• Provide executive support to the leadership team, including complex calendar management, meeting scheduling, and domestic and international travel bookings.
• Prepare and submit expense reports on behalf of the executive team, Culture Committee, and Marketing department, ensuring accuracy and timely submission.
• Coordinate monthly employee lunches and birthday celebrations at both Houston offices, including ordering food, sending calendar invitations, and managing day-of setup and breakdown.
• Order and maintain office supplies for both office locations.
• Coordinate lunches for the executive team, internal meetings, and broader office needs as requested.
• Provide daily afternoon snacks for the whole office and ensure kitchen areas remain clean, stocked, and well-maintained, including ongoing coffee upkeep.
• Serve as the primary point of contact for office vendors, deliveries, and on-site service providers.
• Partner with the Culture Committee, Human Resources, and Marketing on employee engagement events and internal communications as needed.

Requirements

• Proven experience in an office management, executive assistant, or comparable administrative role.
• Strong organizational and time-management skills with the ability to juggle competing priorities across multiple stakeholders and office locations.
• Proficiency in the Microsoft Office Suite, including Outlook and Microsoft Teams.
• Excellent written and verbal communication skills, with a polished, professional approach to internal and external interactions.
• High degree of discretion and confidentiality when handling executive-level information, travel, and expenses.
• Ability to lift up to 50 lbs as part of regular office, event, and facilities responsibilities.
• Reliable personal transportation, with the ability to travel between local office-related locations as needed.
• Availability to be on-site at the Houston office to support daily operations, town halls, and in-office events.

Preferred Qualifications

• Bilingual (English / Spanish).
• Familiarity with Canva for light slide and graphic preparation.
• Prior experience supporting C-suite or senior leadership.
• Experience coordinating employee events, town halls, or culture programs.
• Experience managing expense reporting workflows (e.g., Concur, Expensify, or similar).

Benefits

• 401(K) retirement plans with matching contributions.
• Comprehensive health insurance coverage.
• Dental and vision insurance plans.
• Parental leave to support work-life balance.
• Short-term and long-term disability coverage.

Position location: Houston, TX