Office Manager – Executive Assistant

UBC

. Provide on-site office support to the King of Prussia headquarters .

Posted 9/15/2026full-timeKing of Prussia • Pennsylvania • United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates advanced administrative support capabilities, including office management, logistical coordination, and vendor relationship management. Proficient in Microsoft Office Suite and skilled in maintaining organizational efficiency and enhancing employee engagement.

Highest-signal resume keywords

Office ManagementLogistical CoordinationMicrosoft Office ProficiencyVendor Relationship ManagementOrganizational Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office ManagementLogistical SupportInvoicingProcurement ProcessesFile ManagementEvent PlanningSafety ProtocolsBudget SupportPresentation CreationMultitasking

Soft Skills

Strong Communication SkillsCustomer Service FocusTime ManagementTeam CollaborationConfidentiality

Tools & Technologies

Microsoft WordMicrosoft ExcelMicrosoft PowerPointMicrosoft TeamsSharePoint

Certifications & Qualifications

Bachelor's Degree

Industry Keywords

Business OperationsOffice PoliciesVendor ManagementEmployee EngagementReception Coverage

About the role

Key responsibilities & impact

Provide on-site office support to the King of Prussia headquarters
Ensure smooth functioning and daily operations of the office
Interact with clients and employees while on-site
Provide logistical support, including remedy requests, fax/copy/mail area organization, supply ordering, and on-site meeting logistics
Maintain organization of common spaces
Conduct special projects such as department moves and project tracking
Provide advanced administrative support to assigned Senior Leadership Team members
Handle invoicing and coordinate procurement and accounts payable processes
Coordinate onboarding for new employees
Coordinate with internal and external parties to carry out department functions
Maintain common areas, organize procedures, handle correspondence, manage file systems, and oversee supplies and equipment
Oversee day-to-day office activities and ensure reception desk coverage
Champion a positive visitor experience
Maintain relationships with building management and other tenants
Schedule appointments, manage calendars, meetings, and events; book travel; complete expense reports; maintain files; mail and ship packages; and update contact and employee databases
Maintain office equipment, acquire supplies, manage vendors, and coordinate catering and food deliveries
Manage space and infrastructure planning, including workstation moves, additions, and changes
Oversee office visitors and ensure a friendly, personal, and professional experience
Serve as point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
Maintain office supply inventory and order supplies
Develop and implement office policies, procedures, and operating standards
Organize safety protocols and fire and evacuation procedures
Manage relationships with vendors, service providers, and landlord
Support budgets and billing processes and negotiate optimal rates/value
Collaborate with Administrative Assistants, Executive Assistants, and staff across UBC
Provide coverage and support for other areas as needed
Create PowerPoint slides and deliver presentations
Plan, manage, and execute local company events
Maintain local information to advise leadership on travel, dining, and accommodation options
Develop standards and promote activities that enhance operations and local employee engagement
Perform other duties and tasks as assigned

Requirements

What you’ll need

Bachelors Degree
On-site 5 days/week
Demonstrated proficiency in Microsoft Word, Excel, PowerPoint, Teams/Sharepoint and Microsoft products
Minimum 3-5 years of experience as an Office Manager
Minimum of 3-5 years of experience as an Executive Assistant
Strong organizational and time management skills required
Excellent written and oral communication skills essential for professional phone and personal contacts
Ability to keep sensitive information confidential is critical
Ability to work independently and in a team environment
Knowledge of business operations and policies is helpful
Strong ability to multitask, high degree of flexibility and people skills
Self-starter and pro-active with a focus on customer service

Benefits

Comp & perks

Remote opportunities
Competitive salaries
Growth opportunities for promotion
401K with company match
Tuition reimbursement (after 90 days of employment)
Flexible work environment
Discretionary PTO (Paid Time Off) OR 20 days PTO
Paid Holidays
Employee assistance programs
Medical, Dental, and vision coverage
HSA/FSA
Telemedicine (Virtual doctor appointments)
Wellness program
Adoption assistance
Short term disability (after 90 days of employment)
Long term disability
Life insurance
Discount programs