Executive Office Manager

Executive Office Manager

LOCATION: Huntsville, AL

JOB STATUS: Full-time (Non-Exempt)

CLEARANCE:N/A

CERTIFICATION: N/A

TRAVEL: Less than 5%

Astrion has an exciting opportunity for an Executive Office Manager. In this dynamic role, the Executive Office Manager will manage front desk operations, support day-to-day office and facility functions, and provide high-level administrative assistance to executives. The EOM will be responsible for ensuring a professional, welcoming environment for employees and visitors, coordinating meetings and events, and handling a variety of operational and logistical tasks to keep things running smoothly. The ideal candidate is a dependable self-starter with excellent communication skills, a service-oriented mindset, and the ability to juggle multiple priorities with grace and attention to detail.

REQUIRED QUALIFICATIONS / SKILLS

• High School Diploma required, along with proven experience operating in a front desk environment and performing executive administrative tasks.

• Strong interpersonal skills with a professional and courteous phone manner.

• Positive, can-do attitude with the ability to work well with individuals at all levels.

• Highly reliable and punctual, with excellent organizational and time-management skills.

• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Demonstrated ability to manage multiple priorities in a fast-paced environment.

• Must be willing and able to travel to the Washington, D.C. office several times a week to support meetings and assist the Executive Leadership Team (ELT).

PREFERRED QUALIFICATIONS / SKILLS

• Working knowledge of mail processes, postage machine, FedEx and USPS.

RESPONSIBILITIES

• Visitor & Employee Support

  • Greet visitors and offer beverages to create a welcoming environment

  • Manage visitor access using Traction Guest (pre-registration, sign-in, badge replacements, app updates)

  • Serve as primary point of contact for onsite employees needing assistance or redirection

  • Coordinate special accommodations for guests (dietary, accessibility, etc.)

  • Support Marketing & Communications (MARCOM) with internal company events

  • Create flyers for announcements and events

  • Order and coordinate flower arrangements for employee life events (bereavement, new baby, surgery)

  • Set up office supplies and workspace for new hires

  • Cultivate and maintain positive working relationships with employees and vendors

• Executive Administrative Support

  • Provide high-level administrative support to executive leadership

  • Schedule and coordinate corporate meetings chaired by executives

  • Manage daily logistical and administrative needs for assigned executives

  • Assist with travel arrangements, itineraries, agendas, and expense reports

  • Prepare internal presentations, spreadsheets, charts, and executive reports

  • Draft and transcribe confidential communications including letters, memos, and interoffice correspondence

  • Handle inquiries and redirect as appropriate on behalf of executive

• Security & ID Badge Management

  • Distribute ID badges to new hires and provide orientation to workspace/hot desks

  • Collect badges from terminated employees and return to security

  • Manage master key control and maintain accurate records of access fobs issued

• Facility Operations & Office Management

  • Answer main phone line and route calls appropriately

  • Maintain a clean, tidy, and organized office environment

  • Manage plant care as needed

  • Maintain and restock supply room, kitchen, and coffee/snack areas daily

  • Coordinate Sam's Club and Amazon orders for office supplies and special requests

  • Ensure accurate nameplate displays for offices and cubicles

  • Handle all mail and shipping logistics (FedEx, UPS, USPS): receive, sort, deliver, and prepare outbound shipments

  • Pick up items from post office as needed

  • Decorate the office for seasonal holidays

  • Assist with office moves (supplies, movers, donation coordination)

  • Act as liaison to building management; coordinate with janitorial and maintenance staff

  • Oversee operations for the company apartment:

    • Maintain cleaning schedules and key logs

    • Coordinate inventory and restocking

    • Travel to office as needed for off-hours or urgent apartment access

    • Resolve package delivery issues across all Astrion and Axient locations

• Meeting Coordination

  • Clean and reset conference rooms after meetings

  • Manage scheduling, setup, and logistics for all conference room reservations

  • Coordinate catering for meetings and events

  • Provide IT/AV support, including Teams call setup

  • Support classified meetings and maintain knowledge of VARS procedures

• Expense Report & Credit Card Support

  • Assist employees with entering and editing expense reports

  • Maintain and upload credit card receipts with correct charge codes for executive leaders