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Job Description
Overview Executive Office Manager
LOCATION
Huntsville, AL (onsite)
JOB STATUS
Full-time
CLEARANCE
N/A TRAVEL:
None Astrion has an exciting opportunity for an Executive Office Manager for our Huntsville, AL office. The Executive Office Manager provides high-level administrative and operational support to executive leadership while ensuring efficient day-to-day office operations. This role manages executive scheduling, meetings, travel, communication, and office coordination while serving as a key point of contact for employees, visitors, and vendors. The position requires strong organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.
REQUIRED QUALIFICATIONS / SKILLS
Demonstrate experience managing executive calendars, coordinating high-level meetings, preparing executive briefings, and handling confidential communications Ability to manage multiple priorities, coordinate cross department initiatives and maintain efficient executive office operations. Excellent written and verbal communication skills with the ability to interact professionally with senior leadership and government partners. Strong judgment and ability to manage highly sensitive or confidential information with professionalism and integrity Advanced proficiency with Microsoft Office, Word, Excel, PowerPoint, Outlook, and experience with collaboration tools such as SharePoint or Teams. Experience coordinating corporate events, calendar scheduling and making progressions with self-independent decisions. Must be flexible in adapting to deadlines, competing priorities, and multitasking while offering high level secretarial assistance, and managing correspondence. Thorough, detail oriented, and organized, with excellent time management skills and ability to prioritize and handle multiple projects at once
PREFERRED QUALIFICATIONS / SKILLS
Demonstrated proficiency with management of tactical and strategic communications, marketing, and development of work products Project Management knowledge is a prerequisite for this role Exceptional customer relationship management highly desirable
RESPONSIBILITIES
Executive Support Provide advanced administrative and business support to executive leadership Manage complex and dynamic executive calendars, meetings, appointments, and scheduling priorities Coordinate domestic and international travel arrangements, itineraries, agendas, expense reports, and check requests Prepare correspondence, presentations, reports, spreadsheets, memoranda, and confidential documents Support executives with data analysis, operational reporting, and project coordination Serve as a liaison between executives and internal/external stakeholders while maintaining professionalism and confidentiality Track priorities, deadlines, and follow-up items to ensure timely completion of tasks and initiatives Handle all expense reports and submissions Meeting & Event Coordination Coordinate leadership meetings, company events, conferences, and employee functions Manage conference room scheduling, meeting logistics, catering, room setup, and audiovisual/Teams support Prepare meeting agendas, materials, and follow-up documentation as needed Provide support for classified meetings and maintain working knowledge of applicable procedures and systems Assist with company-sponsored events and organizational activities in partnership with internal teams Employee, Visitor & Vendor Support Serve as the primary point of contact for employees, visitors, and vendors within the facility Greet visitors, maintain visitor hospitality standards, and provide sign-in assistance Manage visitor control processes, including pre-registration systems, badging protocols, and visitor access procedures Support employee onboarding by coordinating office setup, supplies, badges, and workspace orientation Coordinate employee recognition and care initiatives, including floral arrangements for bereavement, surgeries, and new babies Create and distribute informational announcements, office communications, and event flyers Office Operations & Facility Coordination Maintain an organized, professional, and fully operational office environment Answer and direct incoming phone calls to appropriate personnel Oversee office, kitchen, and supply inventory to ensure adequate stock levels and workplace readiness Coordinate mail distribution, shipping, postage, and package handling for FedEx, UPS, and USPS Maintain office signage, nameplates, décor, and seasonal office decorations Support office relocations, workspace changes, vendor coordination, and donation logistics Ensure conference rooms, common areas, and supply spaces remain clean, organized, and functional Security & Access Management Coordinate employee badge distribution and collection in partnership with security personnel Maintain access fob and master key inventory records and ensure adherence to security protocols Assist employees with office access and workspace assignments as needed Financial & Expense Support Assist employee's preparation and submission Maintain receipts, reconcile credit card charges, and ensure proper coding and documentation of expenses Support administrative budget tracking and financial recordkeeping processes
