Office Manager, Mack Export

What you will do

The Office Manager is responsible for overseeing daily office operations, coordinating administrative activities, and reports directly to the Vice President Mack Export.  This position individual acts as a gatekeeper, liaison, and resource, ensuring that both the physical office environment and the executive’s schedule are managed with precision and professionalism.

Core Responsibilities
•    Office Operations Management: Supervise and maintain office systems, supplies, equipment, and facilities. Ensure a clean, safe, and productive work environment by liaising with vendors, facility staff, and IT support. Oversee reception and greet visitors, creating a welcoming impression.
•    Executive Assistance: Manage complex calendars, schedule meetings, arrange travel, and coordinate logistics. Handle confidential correspondence with discretion. Prepare reports, presentations, and documents needed for executive decision-making.
•    Communication and Liaison: Act as point of contact between executives, staff, clients, and external partners. Screen phone calls and emails, prioritize messages, and respond on behalf of the executive when appropriate.
•    Meeting and Event Coordination: Organize internal and external meetings, including agenda preparation, catering, and technical setup. Plan company events—retreats, board meetings, celebrations—handling all details from budgeting to execution.
•    Records and Information Management: Maintain accurate digital and paper records. Oversee filing systems for contracts, financial documents, client information, and HR records, ensuring compliance with legal and company standards.
•    Project Support: Assist with special projects, research, and presentations. Track progress, deadlines, and deliverables for initiatives led by Exports VP.
•    Expense and Budget Management: Process invoices, Assist the Export VP with expense reports, and assist with budgetary oversight. Reconcile accounts, manage petty cash, and collaborate with accounting teams to ensure fiscal accuracy.
•    Coordinate VIP customers visits to the factories and other customers activities.
•    Office Culture and Team Support: Foster a positive, inclusive office atmosphere. Coordinate onboarding for new staff, facilitate team-building activities, and support staff wellness programs.

Key Skills and Attributes
•    Organization: Ability to manage multiple tasks and priorities efficiently under tight deadlines.
•    Communication: Superb verbal and written skills; adept at professional correspondence and relationship-building.
•    Discretion: Handle sensitive information and maintains confidentiality at all times.
•    Technical Proficiency: Skilled in office software (Microsoft Office, Google Workspace), scheduling platforms, expense management systems, and virtual meeting tools.
•    Problem-Solving: Address challenges proactively and devise creative solutions for operational or scheduling issues.
•    Attention to Detail: Meticulous in reviewing documents, managing records, and organizing events.
•    Initiative: Self-motivated to identify areas for improvement and initiate changes that benefit operations or executive support.
•    Adaptability: Comfortable navigating change and ambiguity in a fast-paced environment.
•    Professionalism: Represents the company and the executive team with integrity and poise at all times.

Who are you?

Education and Experience
Bachelor’s degree in business administration, communications, or a related field. Significant experience in office management, executive support, or administrative roles is highly valued. Certifications such as Certified Administrative Professional (CAP) or Project Management Professional (PMP) can enhance a candidate’s profile:

•    Bachelor’s degree or equivalent experience
•    3–7 years in office management, executive assistance, or related administrative roles
•    Experience with calendar management, travel coordination, and event planning
•    Prior responsibility for budgeting, purchasing, and vendor relations
•    Demonstrated proficiency in office technology and systems
•    Fluent in English and Spanish

The blend of operational management and executive support makes the Office Manager Executive Assistant an indispensable asset to any modern organization. Their capacity to juggle responsibilities, think ahead, and serve as the connective tissue between leadership and teams sets the tone for a thriving, well-organized workplace. For those seeking a dynamic, impactful career in administration, this position offers challenge, opportunity, and the chance to shape the day-to-day experience of everyone in the office.

Ready for the next move?

Are you excited to bring your skills and ideas to the table? We can’t wait to hear from you. Apply today!