CrawlJobs Logo
Astrion Logo Astrion · Office Administration

Executive Office Manager

United States, Huntsville · Job Posted May 29, 2026
Apply Position
Job Link Share

Job Description

Astrion has an exciting opportunity for an Executive Office Manager for our Huntsville, AL office. The Executive Office Manager provides high-level administrative and operational support to executive leadership while ensuring efficient day-to-day office operations. This role manages executive scheduling, meetings, travel, communication, and office coordination while serving as a key point of contact for employees, visitors, and vendors. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Job Responsibility

  • Provide advanced administrative and business support to executive leadership
  • Manage complex and dynamic executive calendars, meetings, appointments, and scheduling priorities
  • Coordinate domestic and international travel arrangements, itineraries, agendas, expense reports, and check requests
  • Prepare correspondence, presentations, reports, spreadsheets, memoranda, and confidential documents
  • Support executives with data analysis, operational reporting, and project coordination
  • Serve as a liaison between executives and internal/external stakeholders while maintaining professionalism and confidentiality
  • Track priorities, deadlines, and follow-up items to ensure timely completion of tasks and initiatives
  • Handle all expense reports and submissions
  • Coordinate leadership meetings, company events, conferences, and employee functions
  • Manage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams support
  • Prepare meeting agendas, materials, and follow-up documentation as needed
  • Provide support for classified meetings and maintain working knowledge of applicable procedures and systems
  • Assist with company-sponsored events and organizational activities in partnership with internal teams
  • Serve as the primary point of contact for employees, visitors, and vendors within the facility
  • Greet visitors, maintain visitor hospitality standards, and provide sign-in assistance
  • Manage visitor control processes, including pre-registration systems, badging protocols, and visitor access procedures
  • Support employee onboarding by coordinating office setup, supplies, badges, and workspace orientation
  • Coordinate employee recognition and care initiatives, including floral arrangements for bereavement, surgeries, and new babies
  • Create and distribute informational announcements, office communications, and event flyers
  • Maintain an organized, professional, and fully operational office environment
  • Answer and direct incoming phone calls to appropriate personnel
  • Oversee office, kitchen, and supply inventory to ensure adequate stock levels and workplace readiness
  • Coordinate mail distribution, shipping, postage, and package handling for FedEx, UPS, and USPS
  • Maintain office signage, nameplates, décor, and seasonal office decorations
  • Support office relocations, workspace changes, vendor coordination, and donation logistics
  • Ensure conference rooms, common areas, and supply spaces remain clean, organized, and functional
  • Coordinate employee badge distribution and collection in partnership with security personnel
  • Maintain access fob and master key inventory records and ensure adherence to security protocols
  • Assist employees with office access and workspace assignments as needed
  • Assist employee’s preparation and submission
  • Maintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expenses
  • Support administrative budget tracking and financial recordkeeping processes

Requirements

  • Demonstrate experience managing executive calendars, coordinating high-level meetings, preparing executive briefings, and handling confidential communications
  • Ability to manage multiple priorities, coordinate cross department initiatives and maintain efficient executive office operations
  • Excellent written and verbal communication skills with the ability to interact professionally with senior leadership and government partners
  • Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity
  • Advanced proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams
  • Experience coordinating corporate events, calendar scheduling and making progressions with self-independent decisions
  • Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence
  • Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once

Nice to have

  • Demonstrated proficiency with management of tactical and strategic communications, marketing, and development of work products
  • Project Management knowledge is a prerequisite for this role
  • Exceptional customer relationship management highly desirable

What we offer

  • Competitive salaries
  • Continuing education assistance
  • Professional development
  • Multiple healthcare benefits package options
  • 401K with employer matching
  • Competitive time off policy along with a federally recognized holiday schedule
Astrion - All Job Offers

Looking for more opportunities?

Search for other job offers that match your skills and interests.

Suggested Tags: Frontend Developer Secretary Talent Manager Salesforce Administrator Data Analyst
Similar Jobs for

Executive Office Manager

8 matching positions

Executive Assistant & Office Manager

We are a forward-thinking technology organisation that connects brands with new ...
Location
Location
United Kingdom , London
Salary
Salary:
50000.00 - 55000.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Solid experience supporting senior leaders in a fast-paced setting
  • self-starter who takes initiative and thrives without micromanagement
  • ability to switch between tasks seamlessly
  • super organized and detail-focused
  • clear communicator who handles sensitive information with care
  • tech-savvy and quick to learn new tools, familiar with Outlook, Teams, and HR platforms
Job Responsibility
Job Responsibility
  • Manage a fast-paced calendar and schedule internal/external meetings
  • coordinate agendas, book travel, and ensure timely follow-ups
  • act as a reliable point of contact and trusted gatekeeper
  • assist with board pack preparation and meeting logistics
  • support financial administration and governance activities
  • oversee daily operations of the London office
  • manage relationships with building management and coordinate meeting room bookings
  • foster a welcoming and organized hybrid working environment
  • coordinate employee lifecycle tasks including onboarding and offboarding
  • maintain accurate employee records and address routine HR matters
What we offer
What we offer
  • Competitive salary and great company benefits
  • hybrid working model: 2-3 days in the office
  • opportunities for personal and professional growth
  • diverse and supportive team culture
  • Fulltime
Read More
Arrow Right

Office Manager or Executive Assistant

Location
Location
France , Paris
Salary
Salary:
Not provided
abtf-france.com Logo
Audit, Buchhaltung & Tax in Frankreich (ABTF)
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Excellent organisational skills are essential
  • Good level of German
Job Responsibility
Job Responsibility
  • Be the right-hand man of the 2 senior accountants
  • Internal and external communication by managing the flow of information
  • General administrative activities, such as telephone switchboard, mail, orders, updating and managing client and supplier contracts, personnel administration, etc.
  • Invoicing and reminders
  • Preparatory accounting work (digitising accounting documents, entering and filing invoices)
  • Preparing VAT returns
  • Monitoring deadlines and schedules / coordinating the team's activities
  • Assistance with our office management projects
Read More
Arrow Right

Office / Operations Manager

Join a leading socio-economic consultancy as an Office / Operations Manager. Thi...
Location
Location
United Kingdom , London
Salary
Salary:
40000.00 - 48000.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven experience in a similar role
  • excellent communication skills, both written and verbal
  • strong organisational skills with attention to detail
  • proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
  • ability to handle confidential information sensitively
  • a proactive approach and strong prioritisation skills.
Job Responsibility
Job Responsibility
  • Act as the gatekeeper for senior partners, managing phone calls, visitors, and correspondence
  • coordinate diaries, manage inboxes, prepare presentations and proposals, and maintain the contact database
  • arrange domestic and international travel itineraries, including flights and accommodations
  • oversee suppliers, facilities, IT coordination, and supplies
  • administer onboarding logistics and assist with compliance requirements, while liaising with the HR team
  • maintain records and coordinate health & safety protocols
  • organise company socials, team-building activities, and client events
  • assist with tender submissions and internal processes
  • identify opportunities to streamline processes and adopt automation
  • handle sensitive information with the utmost discretion.
What we offer
What we offer
  • Bi-annual discretionary bonuses based on performance
  • 25 days of annual leave plus bank holidays with additional gifted time at Christmas
  • hybrid working with three days in-office and two days remote weekly
  • flexible Fridays with an option to finish at 1pm
  • tailored training plans to support career development
  • fun team socials every two months
  • access to a Bupa health cash plan.
  • Fulltime
Read More
Arrow Right

Office Manager

Office Manager role for a socio-economic consultancy, serving as the heartbeat o...
Location
Location
United Kingdom , London
Salary
Salary:
32000.00 - 38000.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Experienced in a similar role
  • Excellent communicator (written and verbal)
  • Highly organised and detail-oriented
  • Proficient in Microsoft Office
  • Strong team player who can handle confidential information sensitively
  • Proactive and able to work under pressure
Job Responsibility
Job Responsibility
  • First Point of Contact: Serve as the gatekeeper for the Partners, managing calls, visitors, and correspondence
  • Executive Support: Coordinate partner diaries, manage inboxes, prepare presentations and proposals, take minutes, and maintain company contact database
  • Travel Coordination: Arrange domestic and international travel itineraries, including flights and accommodations
  • Office Operations: Oversee suppliers, facilities, IT coordination, and office supplies
  • HR Support: Administer onboarding logistics, issue offer letters, and maintain personnel records
  • Compliance & organisation: Assist with company certifications, maintain policies on SharePoint, and coordinate health & safety protocols
  • Event Planning: organise company socials, team-building activities, and client events
  • Business Processes: Help with tender submissions and ensure administrative processes run smoothly
  • Efficiency & Growth: Identify opportunities to streamline processes and adopt automation
  • Confidentiality: Handle sensitive information and HR records with complete discretion
What we offer
What we offer
  • Bi-annual discretionary bonuses based on performance
  • 25 days of annual leave plus bank holidays and additional time at Christmas
  • Hybrid working flexibility
  • personalised training plan
  • Social events every two months
  • Bupa health cash plan
  • Parttime
Read More
Arrow Right

Executive Support Officer

We're extremely excited and honoured to be recruiting for a new Executive Suppor...
Location
Location
United Kingdom , Canterbury
Salary
Salary:
30000.00 - 31796.00 GBP / Year
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Experience in a similar position requiring discretion and executive level support
  • Strong administrative background able to work at complex tasks
  • Excellent IT skills including but not limited to Microsoft teams, word, excel and power point
  • Proof reading documents and correspondence to a high standard
  • Information gathering and analysis skills with attention to detail and accuracy
  • High degree of numeracy
  • Experience of events management
  • Experience in the use of databases such as Access
Job Responsibility
Job Responsibility
  • Provide high quality administrative support including managing email inboxes, expense processing, drafting reports, letters, and other correspondence on behalf of the Leadership Team
  • Extensive diary management
  • Act as a first point of contact with internal and external stakeholders, dealing with correspondence and phone calls on a routine basis
  • Answer general questions, filtering routine matters to appropriate parties and follow up to ensure any action needed is taken
  • Organise international travel and/or accommodation arrangements as may be required from time to time
  • Support the Executive Support Manager in ensuring line managers are briefed prior to attending meetings to understand expectations, duty, and role
  • Undertake research and prepare briefing papers as directed by the Executive Support Manager
  • Participate in wider administrative support and cover arrangements as required including events management and reception duties
  • Provide occasional high-level administrative support to the Heads of departments when requested and agreed
  • Organise, attend and minute high level complex and sensitive meetings
What we offer
What we offer
  • Stunning view from your desk
  • A friendly and supportive team
  • A real focus on events organising in this role
  • The opportunity to develop your skills
  • A fantastic, engaging and positive Head of HR
  • 25 days annual leave
  • Close to shops, restaurants and the River Stour
  • Fulltime
Read More
Arrow Right

Temporary Office Manager

Temporary Office Manager position for a global leader in real-time graphics and ...
Location
Location
United Kingdom , London
Salary
Salary:
21.00 GBP / Hour
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven experience as an Office Manager, Executive Assistant, or in a similar role (2-3 years)
  • High integrity and ability to handle confidential information
  • Exceptional organizational and time management skills
  • Strong analytical abilities, keen attention to detail, and problem-solving aptitude
  • Excellent written and verbal communication skills
  • Proficiency in MS Office and travel management systems
  • Outstanding interpersonal skills, both in-person and virtually
  • Familiarity with human resources management practices
Job Responsibility
Job Responsibility
  • Organize and coordinate office administration and procedures to enhance organizational effectiveness
  • Develop and streamline intra-office communication protocols
  • Manage inventory control and monitor supply levels
  • handle orders with vendors
  • Arrange catering and logistics for customer meetings
  • Maintain access control systems, including key fobs and access cards
  • Resolve office-related issues and liaise with landlords as needed
  • Assist in scheduling meetings, booking travel, and managing executive calendars
  • Organize company events, including seasonal parties
  • Partner with HR to uphold office policies and assist with employee onboarding/offboarding
What we offer
What we offer
  • A vibrant workplace culture where your contributions are valued
  • The opportunity to make a tangible difference in office operations
  • Experience working with a supportive leadership team
  • Networking opportunities with colleagues and vendors
  • Fulltime
Read More
Arrow Right

Temporary Office Manager

Temporary Office Manager position in Soho, West End for 2 months with possible e...
Location
Location
United Kingdom , London
Salary
Salary:
21.00 GBP / Hour
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven experience as an Office Manager, Executive Assistant, or in a similar role (2-3 years)
  • High integrity and ability to handle confidential information
  • Exceptional organizational and time management skills
  • Strong analytical abilities, keen attention to detail, and problem-solving aptitude
  • Excellent written and verbal communication skills
  • Proficiency in MS Office and travel management systems
  • Outstanding interpersonal skills, both in-person and virtually
  • Familiarity with human resources management practices
Job Responsibility
Job Responsibility
  • Organize and coordinate office administration and procedures to enhance organizational effectiveness
  • Develop and streamline intra-office communication protocols
  • Manage inventory control and monitor supply levels
  • handle orders with vendors
  • Arrange catering and logistics for customer meetings
  • Maintain access control systems, including key fobs and access cards
  • Resolve office-related issues and liaise with landlords as needed
  • Assist in scheduling meetings, booking travel, and managing executive calendars
  • Organize company events, including seasonal parties
  • Partner with HR to uphold office policies and assist with employee onboarding/offboarding
What we offer
What we offer
  • A vibrant workplace culture where your contributions are valued
  • The opportunity to make a tangible difference in office operations
  • Experience working with a supportive leadership team
  • Networking opportunities with colleagues and vendors
  • Fulltime
Read More
Arrow Right

Office Manager

Temporary Office Manager position in Soho, West End for a global leader in real-...
Location
Location
United Kingdom , London
Salary
Salary:
41000.00 GBP / Year ▼
https://www.office-angels.com Logo
Office Angels
Expiration Date
Until further notice
Flip Icon
Requirements
Requirements
  • Proven experience as an Office Manager, Executive Assistant, or in a similar role (2-3 years)
  • High integrity and ability to handle confidential information
  • Exceptional organisational and time management skills
  • Strong analytical abilities, keen attention to detail, and problem-solving aptitude
  • Excellent written and verbal communication skills
  • Proficiency in MS Office and travel management systems
  • Outstanding interpersonal skills, both in-person and virtually
  • Familiarity with human resources management practices
Job Responsibility
Job Responsibility
  • Organise and coordinate office administration and procedures to enhance organisational effectiveness
  • Develop and streamline intra-office communication protocols
  • Manage inventory control and monitor supply levels
  • handle orders with vendors
  • Arrange catering and logistics for customer meetings
  • Maintain access control systems, including key fobs and access cards
  • Resolve office-related issues and liaise with landlords as needed
  • Assist in scheduling meetings, booking travel, and managing executive calendars
  • Organise company events, including seasonal parties
  • Partner with HR to uphold office policies and assist with employee onboarding/offboarding
What we offer
What we offer
  • Vibrant workplace culture where your contributions are valued
  • Opportunity to make a tangible difference in office operations
  • Experience working with a supportive leadership team
  • Networking opportunities with colleagues and vendors
  • Fulltime
Read More
Arrow Right