Crystorama Lighting

Reports To: Owners and Executive Leadership Team

 

Position Summary:

Crystorama is seeking a highly organized, proactive, and detail-oriented Executive Assistant / Office Manager to support company ownership while overseeing the day-to-day administrative operations of our office. This role is ideal for someone who thrives in a fast-paced environment, enjoys wearing multiple hats, and takes pride in keeping both executives and the office running efficiently.

The successful candidate will serve as the primary administrative support for ownership while coordinating office operations, managing supplies, assisting with trade show logistics, and supporting cross-functional teams throughout the organization.

Executive Assistant Responsibilities

• Manage complex calendars for company ownership, scheduling internal and external meetings.
• Coordinate meeting logistics, including agendas, conference rooms, video conferencing, and catering as needed.
• Arrange business travel, including flights, hotels, transportation, and itineraries.
• Prepare meeting materials, presentations, and supporting documents.
• Draft, proofread, and edit correspondence, presentations, meeting agendas, and other business communications.
• Screen and prioritize communications, ensuring timely follow-up on action items.
• Assist ownership with confidential projects, special initiatives, and ad hoc administrative requests.
• Track important deadlines, appointments, and company events.
• Coordinate executive expense reports and travel reimbursements.

Office Manager Responsibilities

• Manage day-to-day office operations to ensure an organized, efficient, and professional workplace.
• Coordinate incoming and outgoing mail.
• Monitor Inventory levels and proactively order and maintain office supplies, breakroom supplies, and warehouse consumables.
• Coordinate with office maintenance vendors, cleaning services, building management, and repair contractors (plumbers, electricians, landscapers, hvac contractors, and other service providers)
• Manage office equipment, printers, copiers, and supply inventories.
• Maintain conference rooms, common areas, and office organization.
• Support company-wide events, employee meetings, celebrations, and appreciation activities.
• Build and maintain office trackers, planners, and administrative schedules.
• Work collaboratively across all departments to support operational needs.

Project & Facilities Coordination

• Assist ownership with special projects, including office renovations, showroom build-outs, and office renovations.
• Coordinate meetings and schedules with contractors, architects, designers, vendors, and other project members.
• Research, source, and purchase office furniture, fixtures, décor, flooring, tile, and other finish materials as directed.
• Obtain vendor quotes, compare pricing, and assist ownership with purchasing decisions.
• Track project timelines, deliveries, and installations to help ensure projects remain on schedule.
• Coordinate vendor appointments, site visits, and project-related meetings.
• Organize project documentation, contracts, warranties, and vendor information.
• Assist with office moves, furniture installations, and workspace setup as needed.

Trade Show & Marketing Support

• Coordinate trade show logistics, including both materials and shipping.
• Manage trade show registrations, hotel accommodations, and travel arrangements.
• Prepare and organize product hang tags, marketing materials, signage, and promotional collateral.
• Coordinate meeting invitations and schedules during market events.
• Ensure all trade show materials are prepared and delivered on time.
• Assist with showroom event preparation and customer hospitality during events.

Qualifications

• 3+ years of experience as an Executive Assistant, Office Manager, Administrative Manager, or similar role.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities while maintaining attention to detail.
• Professional demeanor with the ability to handle confidential information.
• Highly resourceful, proactive, and self-motivated.
• Strong customer service mindset and collaborative approach.

Technical Skills

• Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Microsoft Teams
• Calendar management
• Adobe Acrobat