Office Manager & Executive Assistant

About the role

This is a senior executive assistant role within ARCO Design/Build's Advanced Manufacturing & Life Sciences Line of Business. The Office Manager & Executive Assistant to the COO and CCO is responsible for managing the calendars, travel, communications, and day-to-day operational infrastructure of the leadership team.

Responsibilities

• Own the calendars of the COO and CCO, making scheduling decisions based on their priorities.
• Anticipate conflicts, protect focused work time, and build in buffers for high-stakes engagements.
• Prepare daily and weekly briefings that distill essential information for the COO and CCO.
• Gate-keep with grace, handling requests professionally and discreetly.
• Manage complex, multi-city travel logistics with precision and foresight.
• Own executive expense reporting, ensuring timeliness, accuracy, and policy compliance.
• Coordinate the interview process for open roles, ensuring candidates leave with a strong impression.
• Manage office operations, facilities vendors, and fleet coordination.
• Plan and execute team events, client receptions, and milestone celebrations.
• Handle internal and external communications, representing ARCO with professionalism and accuracy.
• Build systems and processes to streamline information flow and automate the mundane.
• Support onboarding logistics, team communications coordination, and project tracking.

Qualifications

• Bachelor's degree or higher required.
• 7+ years of experience in a senior executive assistant or office management role.
• Demonstrated experience managing complex multi-executive calendars and high-volume travel logistics.
• Hands-on experience managing executive expense reporting at volume.
• Experience supporting hiring and interview coordination.
• Experience managing office operations, facilities vendors, and fleet coordination.
• High proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel).
• Genuine curiosity about tools and systems, with a track record of bringing innovative ideas forward.
• Exceptional written and verbal communication skills.
• Instinct for prioritization, ability to handle pressure, and unflappable demeanor.
• Radical proactivity, emotional intelligence, precise work ethic, and systems-oriented mindset.
• Extreme ownership and a knack for creating positive energy in high-pressure environments.

Benefits

The role offers competitive salary, comprehensive benefits, and a supportive culture that values ownership, precision, and performance.

Pay

Competitive salary commensurate with experience.

Schedule

Full-time position.

Skills

Proven ability to manage executive calendars, coordinate travel, handle expense reporting, and support hiring processes. Strong communication, organizational, and systems-building skills are essential.

Benefits

Comprehensive benefits package.

Application Instructions

To apply, please visit our careers page and submit your resume and cover letter detailing your relevant experience and why you're a great fit for this role.