As an Executive Assistant & Office Manager, your role will be to support two of our executives, and later on the role will expand to include office management responsibilities, as well as maternity leave coverage for our Office Manager.
This role requires exceptional calendar management skills, strong attention to detail, and the ability to navigate complex organizational structures across multiple time zones.
This is a temporary position for one year
A day in the life and how you’ll make an impact:
Executive Support
- Manage complex and dynamic calendars for two senior executives.
- Coordinate meetings across multiple time zones and global stakeholders.
- Partner closely with teams across the company and with colleagues from a larger parent corporate organization.
- Arrange domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
- Anticipate scheduling conflicts and proactively resolve them.
- Support day-to-day administrative needs and ensure smooth executive operations.
- Demonstrate flexibility and availability beyond standard business hours when required.
Office Operations (Expanded Responsibilities)
As part of maternity leave coverage and evolving business needs, the role will gradually take on broader office management responsibilities, including:
- Oversee day-to-day office operations.
- Coordinate catering and food orders for the office daily use.
- Manage relationships with office vendors and service providers, including cleaning services and building management.
- Process invoices and support vendor payments.
- Handle employee requests and office-related needs.
- Welcome visitors and support guest logistics and hospitality.
- Assist with office events and employee experience activities.
- Ensure a positive, organized, and efficient workplace environment.
Qualifications
- 3+ years of experience as an Executive Assistant, Office Manager, Administrative Business Partner, or similar role.
- Proven experience managing complex executive calendars and travel arrangements.
- Experience supporting senior leadership in a fast-paced environment.
- Strong understanding of how large organizations operate and the ability to navigate cross-functional processes.
- Excellent organizational, prioritization, and problem-solving skills.
- Strong interpersonal skills and a service-oriented mindset.
- Ability to manage multiple priorities simultaneously while maintaining attention to detail.
- Comfortable working with global teams across different regions and time zones.
- High level of discretion and professionalism.
- Fluent English, both written and verbal.
About Melio:
Melio, a Xero company, is revolutionizing how small businesses handle payments. By combining Melio's best-in-class bill pay platform with Xero's global accounting expertise, we're building the ultimate financial command center for American small businesses. We're the fastest-growing B2B payment solution in the US—but we're still small enough that you can make real, visible impact as we scale to reach millions more businesses.