Executive Assistant & Office Manager

Company Description

IFS is a billion-dollar revenue company with 5000+ employees on all continents. We deliver award winning enterprise software solutions through the use of embedded digital innovation and a single cloud-based platform to help businesses be their best when it really matters–at the Moment of Service™. At IFS, we're flexible, we're innovative, and we're focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society's greatest challenges, fostering a better future through our agility, collaboration, and trust. We celebrate diversity and accept that there are so many different perspectives in this world. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view. By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world. We're looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. If you want to change the status quo, we'll help you make your moment. Join Team Purple. Join IFS.

Job Description

Position Summary

The Executive Assistant & Office Manager provides comprehensive administrative, operational, and office management support to senior leadership while ensuring the efficient day-to-day operation of the office. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will serve as a trusted partner to executives and act as a key point of coordination for employees, visitors, vendors, and external stakeholders.

Key Responsibilities

Executive Support

• Manage complex executive calendars, appointments, and scheduling across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Prepare meeting agendas, presentation materials, reports, and briefing documents.
• Organize leadership meetings, town halls, business reviews, and executive events.
• Record meeting notes, track action items, and follow up on deliverables when required.
• Screen and prioritize communications, ensuring timely responses and appropriate escalation.
• Handle confidential and sensitive information with the highest degree of professionalism and discretion.
• Support expense reporting, purchase requests, budget tracking, and administrative processes.

Office Management

• Oversee daily office operations to ensure a productive, safe, and professional work environment.
• Manage office facilities, equipment, supplies, and vendor relationships.
• Coordinate office maintenance, repairs, and workplace services.
• Serve as the primary contact for building management, contractors, and service providers.
• Support workplace health, safety, and compliance requirements.
• Manage visitor registration, reception processes, and office access controls.
• Plan and coordinate employee engagement activities, team events, celebrations, and office programs.
• Monitor office-related budgets and expenditures and identify opportunities for cost optimization.

Administrative & Operational Support

• Coordinate onboarding and offboarding activities in partnership with Human Resources and IT teams.
• Manage procurement activities, including purchasing office supplies and services.
• Maintain office records, inventories, and administrative documentation.
• Support internal communications and organizational announcements.
• Assist with project coordination and special initiatives as assigned.
• Foster a positive workplace culture and employee experience.

Qualifications

• Bachelor's degree or equivalent work experience.
• 5+ years of experience in Executive Assistant, Office Manager, Administrative Manager, or related roles.
• Strong proficiency in Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Excellent verbal and written communication skills in English.
• Strong organizational and project management skills.
• Ability to prioritize competing demands and meet deadlines under pressure.
• High level of discretion and ability to manage confidential information.
• Strong interpersonal and stakeholder management skills.
• Experience working in a multinational and matrixed organization is preferred.

Additional Information

Key Competencies

• Executive Presence
• Professional Judgment
• Discretion and Confidentiality
• Attention to Detail
• Problem Solving
• Communication Skills
• Stakeholder Management
• Time Management
• Adaptability and Flexibility
• Customer Service Orientation