Senior Executive - Office Administration

Location: Princeton, NJ – Need to be in office all working days

Role Summary

The Senior Executive - Office Administration will be responsible for ensuring the smooth day-to-day functioning of office operations, facilities management, vendor coordination, workplace services, and administrative support. The role will work closely with HR, IT, Finance, and business leaders to maintain a productive, safe, and efficient work environment while supporting employee and leadership requirements.

Key Responsibilities

Office & Facilities Management

· Ensure seamless daily office operations and workplace support services.

· Coordinate office maintenance, housekeeping, security, access control, and space management activities.

· Maintain a safe, organized, and professional work environment.

· Monitor office infrastructure and coordinate repairs and preventive maintenance.

Vendor & Service Management

· Manage relationships with facility vendors, service providers, and building management teams.

· Track vendor performance and ensure compliance with agreed service levels.

· Support procurement activities, purchase requests, and contract renewals.

· Coordinate office supplies, equipment procurement, and inventory management.

Administrative Operations

· Oversee reception, mail handling, courier services, and visitor management.

· Maintain office records, administrative documentation, and compliance-related files.

· Support onboarding logistics, workstation readiness, and employee workplace requirements.

· Coordinate travel, accommodation, and logistics support when required.

Budget & Cost Management

· Track office administration expenses and support budget planning.

· Process invoices and ensure timely vendor payments in coordination with Finance.

· Identify opportunities for cost optimization without impacting service quality.

Compliance & Workplace Safety

· Ensure compliance with workplace safety standards, office policies, and local regulations.

· Support audits, inspections, emergency preparedness activities, and compliance reporting.

· Maintain records related to facilities operations and statutory requirements.

Meeting & Event Coordination

· Coordinate internal meetings, leadership visits, town halls, and employee engagement events.

· Manage meeting room scheduling, catering arrangements, and AV requirements.

· Support office-level events and executive meetings to ensure seamless execution.

Stakeholder Management

· Collaborate with HR, IT, Finance, Procurement, and business teams to address operational needs.

· Serve as a point of contact for employees on office administration matters.

· Provide regular updates on office operations, facilities issues, and improvement initiatives.

Required Qualifications

· Bachelor's degree in Business Administration, Operations Management, Hospitality, or a related field.

· 7-10 years of experience in Office Administration, Facilities Management, Workplace Services, or

Corporate Administration.

· Experience managing vendors, facilities contracts, and workplace operations.

· Strong organizational, coordination, and problem-solving skills.

· Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).

· Excellent communication and stakeholder management capabilities.

Preferred Skills

· Experience supporting medium to large corporate office environments.

· Knowledge of workplace safety, facilities compliance, and procurement processes.

· Ability to manage multiple priorities in a fast-paced environment.

· Strong customer-service orientation with attention to detail.

Key Success Measures

· Efficient and uninterrupted office operations.

· High workplace service standards and employee satisfaction.

· Effective management of vendors, budgets, and facilities.

· Compliance with workplace policies and safety requirements.

· Seamless execution of meetings, events, and administrative activities.