Location: Paola, Kansas
Employment Type: Full-Time
Reports To: Executive Leadership
Position Summary
We are seeking a highly organized, proactive, dependable, and professional Office Manager & Executive Assistant to help keep our office running smoothly while providing direct administrative and executive support to company leadership.
This is a unique role that combines office management, executive assistance, administrative coordination, and front-lobby responsibilities. The successful candidate will serve as a welcoming first point of contact for visitors and callers while also managing important administrative responsibilities and helping leadership stay organized, prepared, and focused on higher-value priorities.
The ideal person is someone who naturally takes ownership, follows through on commitments, notices details others may overlook, communicates well, handles confidential information appropriately, and is comfortable working independently.
This position is not intended to be a traditional receptionist role. The front lobby will be the primary work location, but the position carries significant responsibility for office operations and executive support.
Primary Responsibilities
Executive & Leadership Support
- Manage and coordinate calendars, meetings, appointments, and scheduling.
- Help prepare leadership for upcoming meetings, appointments, and events.
- Organize documents, reports, presentations, and other meeting materials.
- Track important commitments, action items, and follow-ups.
- Follow up with employees, customers, vendors, and other contacts on behalf of leadership when appropriate.
- Coordinate travel arrangements, itineraries, lodging, and related details as needed.
- Prepare correspondence, emails, letters, and other routine communications.
- Assist with presentations, reports, projects, and special assignments.
- Help organize lunches, meetings, company functions, and executive events.
- Anticipate administrative needs and proactively address them before they become problems.
- Help reduce the amount of routine administrative work requiring leadership's direct attention.
- Maintain discretion and confidentiality regarding sensitive company, financial, employee, customer, and executive information.
Office Management
- Oversee the day-to-day administrative operation and organization of the office.
- Maintain office supplies, equipment, forms, and general office materials.
- Monitor inventory and place orders when supplies are needed.
- Coordinate office maintenance, repairs, cleaning, facilities issues, and other building-related needs.
- Serve as a point of contact for vendors, service providers, maintenance personnel, IT support, and other outside partners.
- Coordinate deliveries, mail, shipping, and general office logistics.
- Help maintain an organized, professional, and welcoming office environment.
- Identify operational issues and make sure they are addressed or routed to the appropriate person.
- Develop and maintain organized administrative systems and procedures.
- Look for opportunities to improve efficiency and consistency in office processes.
Front Lobby & Reception
- Serve as the primary point of contact for visitors entering the office.
- Greet customers, vendors, guests, and other visitors in a professional and welcoming manner.
- Answer and direct incoming phone calls.
- Receive and distribute mail, packages, and deliveries.
- Assist visitors with general questions and direct them to the appropriate employee or department.
- Coordinate conference-room use and help prepare meeting spaces.
- Maintain a clean, organized, and professional front-lobby area.
- Notify appropriate personnel when visitors arrive.
- Handle routine front-office needs while balancing other administrative responsibilities.
Administrative Coordination
- Prepare, organize, scan, file, and maintain documents and records.
- Assist with reports, spreadsheets, data entry, and other administrative projects.
- Coordinate meetings and maintain schedules.
- Assist managers and employees with administrative needs when appropriate.
- Help coordinate onboarding logistics and administrative paperwork as requested.
- Assist with company events, meetings, lunches, and special projects.
- Process or coordinate invoices, receipts, expense documentation, and office purchases.
- Help maintain organized records and documentation.
Purchasing & Vendor Coordination
- Order office supplies and other approved materials.
- Monitor purchasing needs and maintain appropriate inventory levels.
- Obtain information or quotes from vendors when requested.
- Coordinate with vendors regarding deliveries, service appointments, repairs, and account issues.
- Assist with invoice processing and expense tracking.
- Help ensure recurring office services are maintained appropriately.
Process Improvement
- Identify recurring administrative problems and opportunities for improvement.
- Develop systems that make information easier to find and processes easier to follow.
- Help establish consistent administrative procedures.
- Look for ways to eliminate unnecessary work and improve communication.
- Take ownership of projects rather than simply identifying problems.
What This Position Is Not
This position is intentionally designed to focus on office operations and executive/administrative support.
It is not primarily an HR position, and HR responsibilities will generally remain with the appropriate HR personnel. The position may provide occasional administrative assistance to HR but will not be responsible for managing the company's HR function.
Likewise, this role is not intended to become a general-purpose position where every miscellaneous task is automatically assigned to the person at the front desk.
The successful candidate should be able to prioritize responsibilities and understand that executive support, office operations, and maintaining a professional front office are the primary purposes of the position.
Ideal Candidate
We are looking for someone who is:
- Extremely organized and detail-oriented.
- Professional, friendly, and approachable.
- Proactive rather than someone who waits to be told what to do.
- Dependable and consistent.
- Comfortable managing multiple priorities.
- An excellent communicator, both verbally and in writing.
- Comfortable interacting with customers, vendors, employees, and company leadership.
- Able to maintain confidentiality and exercise good judgment.
- Comfortable learning new software and technology.
- Capable of working independently without constant supervision.
- Naturally inclined to follow up and make sure things get completed.
- Comfortable politely holding others accountable for information or follow-up when necessary.
- Able to remain calm and professional when the office becomes busy.
- Someone who notices what needs to be done and takes ownership of it.
A Successful Person in This Role Will...
Over time, the successful candidate should become someone leadership can genuinely rely on.
Rather than simply waiting for instructions, this person should learn how the company operates and anticipate needs.
For example, if leadership has an important customer meeting coming up, this person should be thinking ahead about the schedule, meeting space, documents, information, attendees, food or refreshments, and any other details that need to be handled.
The goal is to have someone who can say:
"I've got it."
And then actually get it done.
Qualifications
- Previous experience in office administration, executive assistance, office management, administrative coordination, or a similar role.
- Strong organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office or comparable productivity software.
- Ability to learn company-specific systems and processes.
- Professional telephone and interpersonal skills.
- Ability to handle confidential information with discretion.
- Strong attention to detail.
- Ability to prioritize competing demands.
- High school diploma or equivalent required; additional education or relevant professional experience is a plus.
Preferred Experience
Experience in one or more of the following areas is preferred:
- Executive or administrative assistance.
- Office management.
- Customer service.
- Scheduling and calendar management.
- Vendor coordination.
- Purchasing or expense administration.
- Event or meeting coordination.
- Document and records management.
- Microsoft Office/Google Workspace.
- Working directly with company owners, executives, or senior managers.
Compensation & Benefits
Salary: $55,000–$65,000 annually, depending on experience and qualifications.
The compensation level will reflect the candidate's ability to independently manage office operations while providing meaningful executive support.
Additional benefits and employment details will be discussed during the interview process.
How We Will Measure Success
Success in this position will include:
- The office consistently operates in an organized and professional manner.
- Visitors and callers receive a positive first impression of the company.
- Office supplies, vendors, facilities, and administrative needs are handled proactively.
- Leadership is better prepared, organized, and able to focus on higher-priority responsibilities.
- Important follow-ups and commitments do not fall through the cracks.
- Administrative processes become more organized and efficient over time.
- Employees know where to go when they need appropriate administrative assistance.
- Problems are identified and resolved before they become larger issues.
- Leadership can trust that assigned responsibilities will be handled without constant follow-up.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
