Office Manager/Executive Assistant

FGS Global is the world’s leading stakeholder strategy firm, with approximately 1,400 professionals around the world, advising clients in navigating critical issues and reputational challenges. FGS was formed from the combination of Finsbury, The Glover Park Group, Hering Schuppener and Sard Verbinnen & Co to offer board-level and C-suite counsel in all aspects of stakeholder strategy — including corporate reputation, crisis management, and public affairs and is also the leading force in transaction and financial communications worldwide.

FGS offers seamless and integrated support with offices in the following locations: Abu Dhabi, Amsterdam, Beijing, Berlin, Boston, Brussels, Calgary, Chicago, Dubai, Dublin, Düsseldorf, Frankfurt, Hong Kong, Houston, Kingston, London, Los Angeles, Munich, Paris, Riyadh, San Francisco, Shanghai, Singapore, South Florida, The Hague, Tokyo, Toronto, Vancouver, Washington, D.C., and Zurich. The firm is headquartered in New York.

FGS is consistently ranked a Band 1 PR firm for Crisis & Risk Management and for Litigation Support by Chambers and Partners.  For the second year, FGS was ranked #1 Global M&A PR firm by Deal Count and Value in 2024 by Mergermarket.

Position Summary

The Office Manager/Executive Assistant for our Houston office is a dynamic role that partners with a fast-paced collaborative team of 12+ colleagues, leading the coordination of facility management and operational support services. The incumbent of this role works closely with key stakeholders to ensure an exceptional experience for staff and visitors to the Houston office through new and evolving office management initiatives and programs, and also provides executive administrative support to the office team, and others as needed. This is a full-time in-office position.  Normal office hours are 8:30 a.m. to 5:30 p.m., Monday through Friday.

Responsibilities: 

Operational & Facilities Support 

• Processes expense reimbursements, invoices, and purchase orders. 
• Ensures appropriate level of support is arranged to facilitate timely submission and resolution of facilities-related requests. 
• Maintains office efficiency by planning and implementing space allocations, office systems, layouts, and equipment procurement. 
• Assures office equipment and furnishings are in operable order and quantities and services are appropriate to meet the needs of the team. 
• Oversees kitchen supplies, related maintenance, and ensures snacks and beverages and ordered and stocked. 
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. 
• Takes ownership of office management tasks, such as organizing storage space and files, supervising vendor relationships, etc. 
• Acts as liaison to office building management and coordinates day-to-day operations. 
• Assists with development and implementation of safety procedures. 
• Assists with the on-boarding of new hires. 
• Greets visitors to the office, including high-level executives and prominent guests, in a welcoming and professional manner. 
• Orders staff lunches for team meetings. 
• Acts as liaison to office building management and coordinates day-to-day operations (e.g., distributing building access keys, parking vouchers, clearing office visitors with security desk, etc.)
• Assists as appropriate with firm administrative functions, such as HR, IT, finance and marketing
• Participates as needed in other special projects
• Liaises closely with counterparts in other FGS Global offices

Executive Support 

• Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. 
• Coordinates a broad variety of administrative tasks for the Head of the Office, including managing calendars, preparing confidential documents, and ensuring follow-up on all action items. 
• Prepares travel arrangements and expense reports, and ensures related travel policies and processes are adhered to.
• Develops presentations, correspondence, meeting minutes, etc.   
• Support of the business development efforts of the Head of the Office and team.
• Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues. 
• Provides broad administrative support to other staff, including scheduling coordination, travel arrangements, reserving meeting space, etc. 
• Supports the efficient and timely distribution of messages on behalf of the leadership team. 
• Keeps executives well informed of upcoming commitments and responsibilities including follow-up. 
• Communicates directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents. 
• Prepares meeting materials, such as executive documents and binders. 
• Purchases and sends gifts as appropriate. 
• Prepares initial drafts and preview materials as needed, including PowerPoint decks, speaker notes, and various communications in support of key initiatives. 

Event Planning 

• Supports local meetings, including executive meetings calendar management, attendance tracking, and content/topic preparation. 
• Coordinates local office outings, holiday parties, and marketing events. 
• Secures off-site event venues and coordinates with external vendors as needed. 
• Partners with the firm’s marketing and events team to manage logistics, including catering, invitation lists, and visitor clearance. 

Qualifications:

• 3-5 years of experience in a professional office environment in an executive and/or administrative support role
• Working knowledge of mail processes such as postage machine, FedEx and UPS
• Well-versed in MS Office, especially Outlook, Word, PowerPoint, and Excel
• Ability to read, interpret, and comprehend documents such as floor plans, policies, etc.
• Ability to work independently, with a team, and with a high volume of work.

The ideal candidate should possess the following professional attributes:

• Ability and desire to take initiative
• Strong attention to detail and problem-solving skills
• Good time management and the ability to manage multiple priorities
• Competent decision making and knowing when to escalate matters
• Strong verbal and written communication skills
• Exceptional organization skills
• Experience with discretion/confidentiality
• A high level of professionalism and maturity