Office Manager

Description

The Office Manager is a high-trust administrative and operational partner that balances supporting the entire organization and the administrative needs of the Executive Leadership Team (ELT). This role is responsible for enabling executive effectiveness while overseeing the professional operation of the office. This role applies sound judgment, discretion, and proactive planning to manage priorities, coordinate complex meetings and initiatives, anticipate needs, and protect confidential company, employee, client, financial, legal, and executive information. 

Working with a high degree of independence, the Office Manager serves as a central point of proactive coordination across executives, employees, and external vendors and partners to ensure executive support and office operations are organized, responsive, and aligned with company priorities. 

The successful Office Manager is highly collaborative, team-oriented, flexible, and servant-oriented, with a willingness to step in wherever needed to help the ELT and broader organization accomplish important projects, tasks, and business objectives. This individual consistently puts the interests of Gregory & Appel ahead of individual or departmental preferences and models The G&A Way and the company’s Core Values in daily decisions, interactions, and follow-through. 

What Success Looks Like in This Role 

Success in this role means the ELT and broader organization can rely on the Office Manager to anticipate needs, protect executive time, maintain a professional and efficient workplace, and ensure important details do not fall through the cracks. 

The Office Manager: 

• Anticipates what executives, employees, and the organization will need before being asked. 
• Creates order, consistency, and efficiency across executive support and office operations. 
• Handles confidential and sensitive information with sound judgment and discretion. 
• Keeps meetings, projects, vendors, facilities, and administrative responsibilities moving forward with strong follow-through. 
• Serves as a trusted resource and problem-solver who brings solutions, not just problems. 
• Steps in wherever needed to support the success of the organization and create a consistent One G&A experience. 
• Communicates clearly, raises concerns early, and takes ownership from beginning to end. 
• Maintains a calm, professional, and service-oriented presence while managing competing priorities and unexpected needs. 

Essential Responsibilities 

Executive Leadership & Administrative Support 

• Serve as a trusted administrative and operational partner to the Executive Leadership Team, exercising independent judgment and discretion in managing priorities, requests, and sensitive matters. 
• Plan, organize, and coordinate executive calendars, meetings, commitments, and key deadlines; assess competing priorities and recommend adjustments to protect executive time and business continuity. 
• Anticipate executive needs, identify potential conflicts or gaps, and proactively prepare information, materials, logistics, and follow-up actions. 
• Receive and appropriately triage sensitive inquiries and requests on behalf of executives, determining what requires immediate attention, delegation, escalation, or confidential handling. 
• Draft, format, proofread, and coordinate executive correspondence, presentations, reports, and company-wide communications with accuracy and appropriate tone. 
• Represent the ELT professionally in interactions with employees, clients, carriers, vendors, legal counsel, building management, and other external partners. 
• Maintain strict confidentiality for executive, employee, client, financial, legal, strategic, and organizational information. 

Meetings, Events & Special Projects 

• Coordinate ELT and company-wide meetings, including agenda development, pre-read materials, presentations, room and technology readiness, catering, minutes or action-item tracking, and timely follow-through. 
• Organize executive and company events, leadership sessions, planning meetings, and special initiatives requiring cross-functional coordination, attention to detail, and confidentiality. 
• Lead or coordinate special projects on behalf of the Executive Leadership Team, managing timelines, stakeholders, dependencies, communications, and completion with limited oversight. 
• Evaluate executive-support and office workflows, identify risks or inefficiencies, and implement improvements that strengthen service, security, consistency, and organizational effectiveness. 
• Ensure commitments, action items, and follow-up activities are appropriately tracked through completion. 

Office Operations & Facilities 

• Accountable for office operations and establishes priorities, service standards, and procedures that support an efficient, secure, and professional workplace. 
• Serve as the primary escalation point for office operations, workflow, visitors, vendors, facilities, and administrative service issues, resolving matters independently when appropriate. 
• Accountable for facilities, maintenance, cleaning, repairs, security, parking, equipment, office-service vendors, reception, conference rooms, kitchens, mailroom, and shared spaces. 
• Delivers administrative or front-office work, and follows-through for consistent service. 
• Maintain secure and accurate administrative systems, records, operating procedures, vendor files, recurring schedules, and carrier access information in partnership with department leaders and IT. 
• Direct onboarding and offboarding logistics, including workspace preparation, badges, nameplates, parking information, welcome materials, supplies, and return of company property. 
• Responsible for incoming and outgoing mail, scanning, certified mail, overnight shipping, package delivery, courier requests, and the handling of urgent, confidential, or time-sensitive materials. 

Purchasing, Vendors & Administrative Services 

• Manage office purchasing, vendor relationships, contracts, invoices, expense records, and budgets; evaluate needs, negotiate or recommend solutions, and monitor spending. 
• Establish and maintain productive relationships with office-service vendors, building management, external partners, and other service providers. 
• Monitor vendor performance and address service issues proactively to maintain appropriate quality, responsiveness, and value. 
• Identify opportunities to improve office services, reduce unnecessary expense, and strengthen operational efficiency. 

Notary & Insurance Support 

• Serve as a commissioned public notary and perform authorized notarizations for company, executive, governance, legal, and business documents in accordance with applicable laws, confidentiality requirements, and company procedures. 
• Support operations teams with basic administrative client account inquiries, including policy effective dates, renewal dates, and certificate of insurance request status, while directing coverage-related or technical matters to the appropriate licensed professional. 

One G&A & Team Support 

• Work collaboratively across teams and functions, sharing information, resources, and support to advance company priorities and create a consistent One G&A experience. 
• Demonstrate a servant-oriented approach by noticing what needs to be done, stepping in without waiting to be asked, and assisting executives, colleagues, and teams as needed to complete projects, resolve issues, or maintain business continuity. 
• Remain flexible and adjust priorities when needed to support executive schedules, company events, urgent matters, critical deadlines, or other business needs. 
• Support a positive, professional, welcoming, and inclusive workplace experience for employees, clients, candidates, vendors, and visitors. 

The G&A Way & Core Values 

• Stay Curious: Ask thoughtful questions, seek perspective, learn continuously, and look for better ways to support executives, colleagues, clients, and company operations. 
• Say the Hard Thing: Raise concerns and risks early, communicate directly and respectfully, listen to understand, and bring practical solutions to the appropriate decision-makers. 
• Take Ownership: Act with initiative, follow through on commitments, communicate when circumstances change, correct mistakes, and stay engaged until work is completed or responsibly handed off. 
• Demonstrate excellence by holding a high standard for accuracy, responsiveness, professionalism, and follow-through. 
• Put the interests of Gregory & Appel ahead of individual or departmental preferences and contribute to shared organizational outcomes. 

Shared Team Responsibilities 

• Contribute to a culture of collaboration, accountability, trust, and mutual support. 
• Share information and resources that help colleagues and teams succeed. 
• Step in to support team members and organizational priorities during periods of increased workload or changing business needs. 
• Maintain professionalism and composure when managing competing priorities, unexpected issues, and sensitive situations. 
• Participate in company initiatives, meetings, and activities that support the broader G&A employee experience and organizational priorities. 

Performance Expectations 

The Office Manager is expected to: 

• Maintain a high level of accuracy, organization, responsiveness, and follow-through. 
• Protect confidential information and exercise sound judgment in all interactions and decisions. 
• Anticipate needs and proactively address issues before they become problems. 
• Independently assess situations, identify solutions, and determine when escalation or executive input is needed. 
• Maintain strong service standards for executives, employees, vendors, and external partners. 
• Ensure office operations are safe, secure, professional, and well maintained. 
• Complete projects and commitments within agreed-upon timelines and communicate proactively when priorities or timelines change. 
• Continuously identify opportunities to improve processes, workflows, service, and efficiency. 
• Demonstrate a consistent One G&A mindset and willingness to help wherever needed. 

Requirements

• Knowledge of executive administration, office operations, facilities coordination, vendor management, purchasing, and administrative processes. 
• Working knowledge of Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. 
• Ability to learn and effectively use agency management systems and other business applications. 
• Understanding of confidentiality requirements and appropriate handling of sensitive business, employee, client, financial, legal, and executive information. 
• Working knowledge of professional office practices, business correspondence, meeting coordination, and document preparation. 
• Knowledge of insurance agency or brokerage operations is strongly preferred. 

Skills & Abilities 

• Exceptional planning, organization, prioritization, written communication, proofreading, stakeholder management, and follow-through skills. 
• Demonstrated sound judgment, tact, diplomacy, and discretion when handling sensitive issues and interacting on behalf of senior leaders. 
• Ability to anticipate needs, assess urgency, make well-reasoned decisions, and operate independently with limited direction in a fast-paced environment. 
• Highly resourceful and solutions-oriented, with the ability to independently find answers, solve problems, and determine the best path forward. 
• Ability to distinguish between matters that can be handled independently and those requiring escalation or executive input. 
• Ability to thrive in situations where there may not be an established process or obvious answer, assessing the situation, identifying resources, and determining an effective path forward. 
• Strong interpersonal skills and ability to build effective relationships with executives, employees, vendors, clients, and external partners. 
• Ability to manage multiple priorities while maintaining attention to detail and a high level of service. 
• Ability to maintain strict confidentiality regarding executive, employee, client, financial, legal, strategic, and organizational matters. 
• Strong executive presence and professionalism in both internal and external interactions. 
• Demonstrated commitment to teamwork and servant-oriented support, with the humility and initiative to assist wherever needed to achieve shared outcomes. 
• Ability and willingness to adjust priorities and work outside normal business hours on occasion to support executive priorities, company events, urgent matters, and critical deadlines. 

Education & Experience 

• Experience supporting senior executives and leading office administration, business operations, or executive services. 
• Experience in an insurance agency, brokerage, financial-services organization, or other regulated client-service environment strongly preferred. 
• Demonstrated experience independently managing complex calendars, executive meetings, confidential information, competing priorities, special projects, vendors, facilities, and budgets. 
• Property and Casualty license or ability to obtain within a company-designated timeframe, based on business needs. 
• Public Notary commission required or ability to obtain within 90 days of hire. 
• Successful completion of a background check required. 

Core Competencies 

• Executive partnership and service orientation 
• Independent judgment and decision-making 
• Confidentiality, integrity, and professional discretion 
• Strategic planning, organization, and prioritization 
• Anticipation, initiative, and proactive problem-solving 
• Executive presence, tact, and diplomacy 
• Clear written and verbal communication 
• Cross-functional coordination and stakeholder management 
• Operational leadership and accountability 
• Adaptability and calm execution under changing priorities 
• Team orientation and One G&A mindset 
• Servant-oriented leadership and willingness to help 
• Continuous improvement and process optimization 
• Attention to detail and follow-through 
• Company-focused decision-making