We’re seeking a highly organized, personable, and detail-oriented Executive Assistant & Office Operations Support professional to serve as both the face of our office and the trusted support partner to our leadership team. This role is perfect for someone who thrives in a fast-paced environment, loves building strong internal and external relationships, and takes pride in keeping things running smoothly—from the front desk responsibilities to general finance management and executive-level support.
Key Responsibilities:
Calendar & Communication Management Tools
Provide high-level administrative support to executive leadership using Outlook, Microsoft Teams, and Zoom
Coordinating executive schedules, meetings, and tasks
Greet and welcome guests, clients, and vendors—ensuring a warm, professional first impression. Responsible for making hospitality arrangements for meetings, including organizing refreshments, meals, and snacks.
Manage front desk operations, including mail, calls, deliveries, and supplies.
Maintain the appearance and functionality of shared office spaces.
Financial Tracking & Expense Management Systems
Expense Reporting
Budget Tracking
Invoice handling
Proficiency in Excel
Attention to detail is a must
Data Entry
Reconciliation
Basic Financial Literacy
Task & Project Management Tools
Tracking office-related projects
Supporting cross-functional work
Organization
Follow-up
Cross-team coordination
Documentation & File Management Systems
Procurement platforms (Amazon, Staples)
Vendor Communications
Office logistics
Help maintain accurate records and files for internal audits and compliance.
Qualifications:
2+ years in an administrative, executive assistant, or office coordinator role (experience in finance support a plus).
Strong communication and interpersonal skills—comfortable interacting with executives, clients, and vendors.
Proficient with Microsoft Office Suite, Google Workspace, and basic accounting software (e.g., QuickBooks, Xero, or similar).
Excellent attention to detail, time management, and multitasking abilities.
Discretion and professionalism in handling sensitive information.
Baltimore, Maryland
Full Time