Executive Assistant/Office Manager

WE'RE HIRING!

SyBridge Technologies is seeking a hands-on, proactive Executive Assistant / Office Manager to support executive leadership, the Board of Directors, and HR and Finance & Accounting departments. This role oversees daily office operations, coordinates administrative and legal review activities, and manages competing priorities with professionalism, accuracy, and discretion.

Position Summary

The Executive Assistant / Office Manager provides hands-on administrative and operational support to the CFO, EVP, Board of Directors, and the HR, Finance & Accounting departments. This role is responsible for executive coordination, Board meeting preparation, office management, legal document coordination, and departmental administrative support.

The ideal candidate is proactive, highly organized, resourceful, and comfortable managing a wide range of responsibilities in a fast-paced environment. This individual takes ownership of tasks from start to finish, anticipates needs, manages competing priorities with minimal direction, and supports daily business operations with accuracy, professionalism, and discretion. The role requires strong attention to detail and the ability to handle confidential financial, employee, legal, and corporate information.

Key Responsibilities

Executive & Board Support

• Manage complex calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts for the CFO and EVP.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, and expense reporting.
• Prepare and format executive correspondence, presentations, reports, agendas, and other business documents.
• Coordinate Board of Directors and committee meetings, including scheduling, logistics, meeting materials, and follow-up activities.
• Compile, format, and distribute confidential Board agendas, presentations, financial reports, and meeting packages.
• Maintain confidential Board records, meeting minutes, resolutions, and related documentation, as assigned.
• Coordinate meeting arrangements for Board members and senior leadership, including travel, accommodations, conference rooms, and virtual meeting access.
• Track deadlines, commitments, and action items to ensure timely follow-through.

Office Management & Operations

• Oversee daily office operations to maintain an organized, professional, and efficient workplace.
• Serve as a primary point of contact for office-related needs, visitors, deliveries, and general administrative inquiries.
• Coordinate office supplies, equipment, furniture, maintenance, repairs, and service requests.
• Manage relationships with office vendors, building management, and service providers, including scheduling services and tracking invoices.
• Coordinate conference room schedules, meetings, catering, and office events.
• Support employee onboarding logistics, including workspace preparation, access coordination, supplies, and other administrative arrangements.
• Assist with office expense tracking, purchase requests, and budget administration.
• Maintain office procedures, records, contact lists, and administrative documentation.

HR Administrative Support

• Provide administrative support to the HR team, including document preparation, filing, record maintenance, and reporting.
• Assist with employee onboarding and offboarding documentation, ensuring required paperwork is organized and routed appropriately.
• Maintain confidential employee files and HR documentation in accordance with established procedures.
• Coordinate employee meetings, interviews, training sessions, and HR-related communications as needed.
• Assist with tracking employee documentation, training records, and other HR administrative requirements.
• Support HR projects, employee communications, and policy distribution.
• Handle sensitive employee information with strict confidentiality and discretion.

Finance & Accounting Support

• Provide administrative support to the Finance & Accounting team, including document preparation, data entry, spreadsheet updates, and report organization.
• Assist with invoice processing, expense reports, purchase orders, and vendor documentation.
• Help track invoices, payment requests, approvals, and outstanding items.
• Organize financial records and supporting documentation for reporting, audits, and internal reviews.
• Assist with compiling financial reports, presentations, budgets, and other materials for executive review.
• Coordinate document collection and follow-up with internal stakeholders to support month-end, quarter-end, and year-end activities.
• Maintain accurate records and ensure financial documents are routed for appropriate review and approval.
• Support other departmental administrative tasks as needed.

Legal & Compliance Support

• Coordinate the review of contracts, agreements, and other business documents with internal or external legal counsel.
• Route documents for legal review, executive approval, and signature in accordance with established procedures.
• Track legal review requests, document revisions, approvals, renewal dates, and key deadlines.
• Maintain organized, confidential legal documents, corporate records, and executed agreements.
• Support the preparation and organization of corporate governance materials and Board documentation.
• Coordinate follow-up with internal stakeholders and external legal counsel.
• Provide administrative support for legal matters and compliance initiatives as needed.

General Administrative & Project Support

• Prepare, review, and proofread business documents, spreadsheets, presentations, and correspondence.
• Maintain organized electronic and physical filing systems to ensure information is accurate, accessible, and secure.
• Support special projects and cross-functional initiatives from planning through completion.
• Coordinate communications and administrative activities across departments, business units, and company locations.
• Identify opportunities to improve administrative processes, document management, and operational efficiency.
• Provide hands-on support wherever needed to keep executive and departmental operations running smoothly.

Qualifications

• Associate’s or bachelor’s degree in business administration, accounting, human resources, or a related field preferred; equivalent experience will be considered.
• Minimum of 5 years of experience in executive assistance, office management, or administrative support.
• Experience supporting senior executives and coordinating Board meetings strongly preferred.
• Experience supporting HR, Finance & Accounting, or legal administration preferred.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Experience with document management systems, expense reporting, and financial or HR systems preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to work independently, exercise sound judgment, and meet deadlines with minimal supervision.
• Demonstrated ability to handle confidential employee, financial, legal, and corporate information appropriately.
• Core Competencies
• Hands-on execution: Willingness to manage daily administrative tasks and departmental support activities personally.
• Organization and follow-through: Maintains accurate records, tracks deadlines, and ensures tasks are completed.
• Initiative and problem-solving: Anticipates needs and resolves issues proactively.
• Confidentiality and discretion: Handles sensitive information appropriately across all supported departments.
• Communication and collaboration: Works effectively with executives, HR, Finance & Accounting, legal counsel, employees, vendors, and external stakeholders.
• Adaptability: Manages shifting priorities in a dynamic business environment.
• Attention to detail: Ensures accuracy in documents, reports, records, and administrative processes.

Work Environment

This position works in a professional corporate office and regularly interacts with executive leadership, Board members, employees, vendors, and external stakeholders. Occasional flexibility outside standard business hours may be required to support executive schedules and Board meetings. Occasional business travel may be required.

Equal Employment Opportunity

SyBridge Technologies is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics, in accordance with applicable laws.