Executive Assistant & Office Operations Manager

Description

The Executive Administrative Assistant & Office Operations Manager provides high-level administrative support to senior leadership while managing the day-to-day operations of a dynamic office environment. This dual-role position ensures seamless coordination across teams, efficient office logistics, and a professional, well-maintained workspace. The ideal candidate is highly organized, detail-oriented, and capable of handling confidential information with discretion.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars, schedule meetings, and coordinate domestic and international travel.
• Prepare reports, presentations, and correspondence on behalf of senior leadership.
• Handle confidential information with a high degree of professionalism and discretion.
• Coordinate internal and external meetings, including agenda preparation, material distribution, and meeting minutes.
• Process and track expense reports accurately and in a timely manner.

Office & Operations Management

• Oversee office supplies, equipment, vendor relationships, and facility maintenance for a 60-person office.
• Ensure the office environment is clean, safe, and compliant with health and safety protocols.
• Coordinate facility repairs, security access, and space planning.
• Liaise with IT, HR, and Facilities teams to ensure seamless office operations.
• Track and manage budgets and expenses related to office logistics.

Employee & Team Support

• Serve as the primary point of contact for employee needs related to the physical office.
• Organize team events, onboarding logistics, and workspace assignments.
• Support process improvements to enhance operational efficiency and employee experience.

Clerical & Data Management

• Perform data entry, processing, and verification for routine processes.
• Maintain organized filing systems (digital and physical) and ensure timely distribution of materials.
• Coordinate with other administrative staff to support department-wide initiatives.

Qualifications

• Education: Associate’s or Bachelor’s degree preferred, or equivalent professional experience.
• Experience: 3–5 years of experience in executive administrative support and/or office management, preferably in the banking, finance, or corporate sector.
• Technical Proficiency: Strong skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with tools like Ariba and Microsoft Teams
• Communication: Excellent verbal and written communication skills; ability to interact professionally with all levels of staff and external partners.
• Organizational Skills: Proven ability to manage multiple priorities, meet deadlines, and maintain attention to detail in a fast-paced environment.
• Professionalism: High level of discretion, integrity, and professionalism in handling sensitive information.
• Problem Solving: Ability to anticipate needs, troubleshoot issues, and implement process improvements.
• Adaptability: Comfortable working independently and collaboratively across departments.

Hours and Work Schedule

• 40 hours per week, Monday-Friday
• Hybrid required for this role, 4 days on site in Columbus and 1 day WFH

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Equal Employment Opportunity

Citizens, its parent, subsidiaries, and related companies (Citizens) provide equal employment and advancement opportunities to all colleagues and applicants for employment without regard to age, ancestry, color, citizenship, physical or mental disability, perceived disability or history or record of a disability, ethnicity, gender, gender identity or expression, genetic information, genetic characteristic, marital or domestic partner status, victim of domestic violence, family status/parenthood, medical condition, military or veteran status, national origin, pregnancy/childbirth/lactation, colleague’s or a dependent’s reproductive health decision making, race, religion, sex, sexual orientation, or any other category protected by federal, state and/or local laws. At Citizens, we are committed to fostering an inclusive culture that enables all colleagues to bring their best selves to work every day and everyone is expected to be treated with respect and professionalism. Employment decisions are based solely on merit, qualifications, performance and capability.