Position Overview

Ultimate Staffing Services is seeking an experienced Executive Office Manager to support the executive leadership of a Texas-based company. This individual will play a key role in ensuring the day-to-day operations of the executive office run smoothly while handling a broad range of administrative and office management tasks.

Responsibilities

• Greet and assist office visitors, ensuring proper sign-in and access protocols are followed.
• Handle outgoing and incoming mail and coordinate shipping logistics as needed.
• Distribute internal promotional materials and employee incentives via mail or courier.
• Maintain inventory of office and breakroom supplies, and coordinate restocking as needed.
• Support real estate administration by mailing lease documents and related materials.
• Review and approve purchases of office supplies and equipment.
• Serve as the liaison between office staff and IT for office equipment needs (e.g., printers, copiers).
• Manage vendor relationships and service provider contracts to ensure timely and appropriate service.
• Negotiate pricing and terms with office vendors and ensure cost-effectiveness.
• Plan and oversee the setup and maintenance of office layouts, systems, and equipment.
• Assist with the coordination and execution of internal events and meetings.
• Uphold confidentiality and ensure data security across office functions.
• Identify and implement process improvements to enhance operational efficiency.
• Promote a safe and secure office environment for all staff.
• Schedule and coordinate meetings for the Executive team; manage the CEO's calendar.
• Oversee the alcohol licensing process, including documentation and compliance tracking.
• Process executive expense reports and coordinate travel arrangements.
• Manage documentation and logistics for Board of Directors meetings, including calendar invites, agendas, and minutes.
• Assist with phone, email, and mail correspondence for the Executive team.
• Provide additional executive support as needed.

Qualifications

• High school diploma or equivalent required.
• Minimum of 5 years' experience in office management or executive administrative roles.
• Strong working knowledge of office systems, processes, and procedures.
• Excellent time management and multitasking abilities.
• Detail-oriented with strong problem-solving capabilities.
• Exceptional communication and interpersonal skills.
• Highly organized and skilled in planning and execution.
• Proficient in Microsoft Office Suite.
• Familiarity with general clerical and administrative practices.

Work Schedule

• Monday through Friday (Day Shift)

Compensation & Benefits

• Salary Range: $70,000 - $85,000 annually
• Additional benefits to be discussed during the interview process

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.