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Xometry

Office & Executive Assistant Job at Xometry in Gaithersburg

Xometry, Gaithersburg, MD, United States, 20883

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Overview

Office & Executive Assistant role at Xometry. This dual-function position ensures the smooth operation of the office environment while providing high-level administrative support to senior executives. The role involves office management duties (facility coordination, supply management, and creating an efficient workspace) as well as managing executives’ schedules, handling communications, and assisting with special projects requiring discretion and strong organizational skills.

Responsibilities

  • Office Management (50%)
    • Office Operations: Oversee daily office operations, including mail handling, maintaining cleanliness, and ensuring common areas are stocked and functional.
    • Vendor & Supply Management: Manage relationships with office vendors (janitorial, catering, building maintenance); monitor and order office supplies, equipment, and kitchen items, ensuring adequate inventory.
    • Facility Coordination: Primary liaison with building management for maintenance, repairs, and security; coordinate with IT to ensure office technology functions properly.
    • Employee Support: Serve as the first point of contact for general employee inquiries and assist with office-related needs.
    • Event Planning: Plan and coordinate office events, meetings, and team-building activities, including logistics, catering, and venue selection.
  • Executive Administrative Support (50%)
    • Scheduling & Calendar Management: Strategically manage the executive’s complex calendar, including scheduling meetings, appointments, and travel arrangements.
    • Communication: Draft, edit, and proofread internal and external correspondence, presentations, and reports; manage inquiries and respond on behalf of the executive as appropriate.
    • Travel Coordination: Arrange comprehensive travel itineraries, including flights, hotels, ground transportation, and meeting schedules.
    • Meeting Preparation: Prepare meeting agendas, gather necessary documents, and take minutes as requested.
    • Project Support: Assist with special projects, research, and data gathering, handling confidential information with discretion.

Qualifications

  • Experience: Minimum of 5 years in a similar role combining office management and executive administrative support functions.
  • Education: Bachelor's degree preferred, but not required with relevant experience.
  • Skills:
    • Proven ability to manage multiple priorities and projects simultaneously
    • Excellent organizational and time management skills
    • Strong written and verbal communication
    • High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity software
    • Professional demeanor with confidentiality and discretion
    • Proactive and resourceful problem-solver
    • Onsite work required: 5 days/week in Gaithersburg, MD with potential to split time with North Bethesda, MD office

Xometry is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

For US-based roles: Xometry participates in E-Verify and will provide Form I-9 information after a job offer is accepted to confirm work authorization in the U.S.

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