Description

We are seeking a highly organized, proactive, and solutions-oriented professional to serve in a dual-role capacity supporting both office/facility operations and executive-level administrative functions. This individual will play a critical role in ensuring the smooth day-to-day operation of the office environment while also providing high-level support to executive leadership.

The ideal candidate is resourceful, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced environment. This role requires strong communication skills, operational thinking, discretion, and the ability to anticipate needs before they arise.

RESPONSIBILITIES

• Ensure office safety, security, and facility compliance standards are maintained
• Support employee experience initiatives and workplace culture efforts
• Serve as the primary point of contact for office-related needs and operational issues
• Assist with onsite logistics for meetings, trainings, and company events
• Monitor office budgets and assist with invoice processing and vendor payments
• Partner with leadership and HR to support operational processes and workplace improvements
• Manage executive calendars, meetings, appointments, and scheduling priorities
• Coordinate travel arrangements, itineraries, accommodations, and expense reporting
• Prepare presentations, reports, meeting agendas, and executive correspondence
• Track action items, deadlines, and follow-ups from meetings and leadership discussions
• Support confidential HR, operational, and business-related projects
• Maintain organized digital and physical filing systems
• Handle sensitive and confidential information with discretion and professionalism

QUALIFICATIONS

• Proficient in use of Microsoft Office software
• Experience coordinating vendors, office operations, or facilities
• Experience supporting senior leaders or executives strongly preferred
• Self-starter with strong problem-solving and decision-making skills
• Possess effective communication skills, both verbal and written
• Strong organizational and multi-tasking abilities essential

Education/Experience: Bachelor's degree preferred or 3-7 years equivalent work experience in facilities coordination, office management, or executive assisting.

Technical: Intermediate proficiency with Microsoft Office applications & internet. Ability to learn new software quickly. Working knowledge of post office protocol, mail processing, work order systems & handling. Attention to detail and professionalism required.

Communication: Strong written and verbal communication skills. Contributes to a positive internal & external customer experience. Maintains composure in challenging situations. Collaborate well with others. High level of professionalism, confidentiality, and emotional intelligence.

Problem Solving & Quality: Exceptional organizational and time management skills. Pays attention to detail. Identifies & solves problems. Escalates issues accordingly. Checks work for quality. Shares suggestions to improve quality & productivity.

Managing for Results: Works independently with minimal supervision. Takes projects to completion. Follows all company policies & SOPs. Ability to prioritize competing demands and adapt quickly. Demonstrates flexibility in workflow & scheduling.

Leadership & Initiative: Demonstrates a positive attitude. Acts in accordance with company vision, mission & values. Takes accountability for own performance. Willing to take on additional assignments. Seeks out opportunities for development.

PHYSICAL DEMANDS

The work environment is characteristic of an office environment: sitting, standing, walking, bending and lifting are required to perform job responsibilities. The employee must occasionally lift and move up to 20 lbs.To support a safe and secure workplace, all offers of employment are contingent upon the successful completion of background screening, drug testing, and driving record review where applicable.

Inframark is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Learn more about us at Water Infrastructure Operations | Inframark