Office Manager/Executive Assistant

Sentinel Group•Wakefield, MA

5d•$48,000 - $54,000

About The Position

The Office Manager & Executive Assistant to Partners is a key member of the team responsible for ensuring the office runs smoothly day-to-day while providing high ‑ quality administrative support to firm Partners. This role also partners closely with People & Culture on events, employee experience initiatives, and coordinating early-stage recruiting activities (including scheduling interviews for entry-level and support roles). The ideal candidate is proactive, highly organized, detail ‑ oriented, and comfortable juggling multiple priorities in a fast ‑ paced, professional environment. What you'll bring to Sentinel: Organization & Prioritization: Able to manage multiple tasks, deadlines, and stakeholders with strong follow ‑ through. Professional Communication: Clear, polished written and verbal communication; represents the firm and Partners professionally with all audiences. Discretion & Integrity: Handles confidential and sensitive information with the highest level of professionalism. Service Orientation: Proactive, responsive, and focused on creating a positive experience for employees, Partners, candidates, and visitors. Problem Solving: Resourceful, with the ability to anticipate needs, identify issues, and propose practical solutions. Collaboration: Works effectively with People & Culture, Operations, IT, and other teams to support a cohesive office and employee experience.

Requirements

Organization & Prioritization: Able to manage multiple tasks, deadlines, and stakeholders with strong follow ‑ through.
Professional Communication: Clear, polished written and verbal communication; represents the firm and Partners professionally with all audiences.
Discretion & Integrity: Handles confidential and sensitive information with the highest level of professionalism.
Service Orientation: Proactive, responsive, and focused on creating a positive experience for employees, Partners, candidates, and visitors.
Problem Solving: Resourceful, with the ability to anticipate needs, identify issues, and propose practical solutions.
Collaboration: Works effectively with People & Culture, Operations, IT, and other teams to support a cohesive office and employee experience.

Nice To Haves

3–5 years of experience in an office manager, administrative, or operations support role
Proven track record of owning day-to-day office operations and keeping things running smoothly
Strong organizational and time management skills; able to prioritize and juggle multiple requests
Exceptional attention to detail with a focus on accuracy in scheduling, documentation, and recordkeeping
Confident, professional communication skills (verbal and written) across all levels of the organization
Demonstrated ability to provide approachable, high-touch support to employees and visitors
Strong problem-solving skills with a “find a way” mindset when unexpected issues arise
Collaborative, team-oriented approach with a willingness to jump in wherever needed

Responsibilities

Office Management: Oversee the day-to-day operations of the office, ensuring a professional, organized, and welcoming environment.
Monitor and order office supplies, snacks, and equipment, maintaining appropriate inventory levels.
Lead office logistics for in-person meetings, trainings, and firm gatherings (room setup, AV support coordination, catering, materials).
Maintain reception or front-desk coverage standards (whether personally or via vendors), including greeting guests and ensuring sign-in/security protocols are followed.
Answers and transfers internal or external phone calls on ak multi-line phone and relays messages.
People & Culture Support: Partner with HR/People & Culture to plan and execute employee events (appreciation events, holiday parties, culture & belonging activities).
Help coordinate event logistics including catering, room/space setup, materials, and day ‑ of support.
Partner with P&C to schedule “low-level” or early-stage interviews, including entry ‑ level, support, and administrative roles.
Coordinate candidate communications (confirmations, directions, virtual meeting links, rescheduling, thank ‑ you notes as requested).
Arrange interview schedules across multiple interviewers, managing calendar holds and changes efficiently.
Ensure candidates have a positive and professional experience, whether on-site or virtual (greeting in reception, escorting to conference rooms, etc.).
Executive Support to Partners : Provide high ‑ touch administrative and scheduling support to assigned Partners.
Manage calendars, including internal/external meetings, travel time, and recurring commitments
Coordinate travel, including flights, hotels, ground transportation, and itineraries.
Prepare and process expense reports, reimbursements, and related documentation accurately and on time.
Assist with meeting preparation, including agendas, materials, presentations, and follow ‑ up actions as requested.
General Administration: Perform clerical duties, such as data entry
Collects and distributes mail.
Scanning of documents and mail to different departments.
Processing and scanning checks into check tracking system
Scanning and processing Enrollment and Claims Forms into Laserfiche system
Provide backup administrative support to other leaders or teams during peak periods or absences.
Support special projects as assigned by Partners or HR/People & Culture (e.g., office improvements, process updates, policy rollouts)
Fulfillment Room Backup: Receives outgoing mail and applies correct postage or prepares for special delivery
May have to go to Post Office with bins of outgoing mail when necessary
Operates mail machines including the postage meter, photocopying machine, and mail folding and inserting machine.
Assists in printing, collating and binding reports.
Monitors machine operation and makes adjustments as necessary to ensure proper operation.
Maintains records of receipt, mailing dates, and other required information as needed.
Replenishes postage on the postage meter as needed.
Stocks supplies needed for the mailroom.
Performs other related duties as assigned.

Benefits

PTO (vacation, sick, personal time bank)
FTO (Flexible time off for vacation, sick, and personal time) after 2 years of service
12 Paid Holidays (10 stated and 2 floating holidays)
2 Community Volunteer Days
5 Summer Half Days
Medical, Dental, Vision
Life Insurance
LTD & STD
Retirement Plan with 4% Employer Match
Parental Leave