Executive Assistant/Office Manager

Position Summary

The Executive Assistant / Office Administrator is the organizational backbone of Phasr's front office. This role directly supports the company's leadership by managing calendars, correspondence, and follow-ups, while also owning day-to-day office administration: document routing and filing, vendor and customer paperwork, HR onboarding support, purchasing coordination, and general office operations. The ideal candidate is highly organized, discreet, proactive, and comfortable operating in a fast-moving manufacturing environment where priorities shift and details matter.

Key Responsibilities

Executive Support

• Manage the executive calendar: schedule meetings, protect focus time, resolve conflicts, and coordinate with customers, vendors, and staff.
• Triage email and phone correspondence; draft routine replies, flag priority items, and track follow-ups to closure.
• Coordinate travel arrangements, customer visits, and factory acceptance test (FAT) scheduling with clients and witnesses.
• Prepare, format, and proofread documents, letters, meeting agendas, and presentations.
• Track action items from leadership meetings and follow up with owners to keep commitments on schedule.
• Handle confidential information — personnel matters, contracts, pricing, and financials — with absolute discretion.

Office Administration

• Serve as first point of contact for visitors, calls, and general inquiries; maintain a professional front office.
• Route documents for signature and approval (POs, contracts, vendor setup forms, sales tax certifications) and maintain organized digital and physical filing.
• Process vendor setup packets, W-9s, certificates of insurance, and customer credit applications.
• Support accounts payable/receivable workflows: collect invoices, match to POs and packing slips, and prepare items for accounting review.
• Order and manage office and shop consumable supplies; coordinate with vendors on deliveries and service visits.
• Assist with shipping and receiving paperwork, including packing slips and chain-of-custody documentation.

HR & Team Support

• Coordinate new-hire onboarding: paperwork, I-9/E-Verify processing, orientation scheduling, and equipment setup.
• Maintain personnel files and assist with timekeeping, PTO tracking, and benefits paperwork.
• Help organize company events, training sessions, and team communications.

Qualifications

Required

• 3+ years of experience as an executive assistant, office administrator, or office manager (or equivalent combination of experience).
• Excellent written and verbal communication skills; able to draft professional correspondence with minimal direction.
• Strong proficiency with Microsoft Office (Outlook, Word, Excel) and comfort learning new software tools quickly.
• Exceptional organizational skills and attention to detail; proven ability to manage competing priorities and deadlines.
• High degree of discretion and professionalism when handling confidential information.
• Self-starter who anticipates needs, closes loops without reminders, and takes ownership of outcomes.

Preferred

• Experience in a manufacturing, construction, engineering, or industrial services environment.
• Familiarity with purchasing workflows, vendor management, or basic bookkeeping/AP support.
• Exposure to HR administration (onboarding, personnel files, timekeeping).
• Notary public commission, or willingness to obtain one.

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person