Executive Assistant & Office Management (Hybrid) at HALO

Description

We are HALO! We connect people and brands to create unforgettable, meaningful, and lasting experiences that build brand engagement and loyalty for our over 60,000 clients globally. Our nearly 2,000 employees and 1,000 Account Executives located in 40+ sales offices across the United States are the reason HALO is the global leader in branded merchandise, uniform programs, and recognition and incentive solutions.   

HALO is seeking an Executive Assistant (EA) will provide high-level administrative support to the Chief Executive Officer (CEO) and, over time, to other executives within the leadership team. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The EA will serve as a trusted partner, ensuring leaders are well-supported and able to focus on driving business strategy and results. In addition, this person will serve as the main point of contact of the day-to-day operations of the office, ensuring that administrative processes run smoothly. This role requires attention to detail, and the ability to manage multiple priorities while supporting company leadership. 

Responsibilities

C-Suite Support

• Provide comprehensive calendar management for the CEO, including scheduling meetings, resolving conflicts, and prioritizing time effectively.
• Coordinate domestic and international travel, including itineraries, accommodations, and expense reporting. 
• Prepare and edit correspondence, reports, presentations, and other documents for executive review.
• Plan and coordinate executive meetings, board meetings, and company events, including logistics, agendas, materials, and vendor management.
• Act as a liaison between the CEO, executive team, employees, and external stakeholders, ensuring timely and clear communication.
• Maintain confidentiality with sensitive company and personal information.
• Proactively anticipate the needs of executives and provide solutions to enhance efficiency.
• Expand support to other senior leaders as business needs evolve.

Office Management

•  Serve as the first point of contact for employees and visitors. 
•  Manage day-to-day office operations including scheduling, correspondence, filing systems, and data management. 
•  Coordinate vendor relationships, stock procurement and mail delivery distribution. 
•  Organize staff events, meetings and serve as cross-functional communication support.

Requirements

• 5+ years of executive administrative experience supporting C-suite leader(s).
• Proven expertise in calendar management, travel coordination, and meeting planning. 
• Strong organizational, time management, and problem-solving skills with the ability to adapt to shifting priorities.
• Excellent written and verbal communication skills.
• High degree of professionalism, discretion, and integrity.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Zoom, Slack).
• Ability to work independently and as part of a team in a dynamic environment.

Compensation: The estimated base salary range for this position is between $55,000 and $85,000 annually. Please note that this pay range serves as a general guideline and reflects a broad spectrum of labor markets across the US. While it is uncommon for candidates to be hired at or near the top of the range, compensation decisions are influenced by various factors. At HALO, these include, but are not limited to, the scope and responsibilities of the role, the candidate's work experience, location, education and training, key skills, internal equity, external market data, and broader market and business considerations. 

Benefits: At HALO, we offer benefits that support all aspects of your life, helping you find a work-life balance that’s right for you. Our comprehensive benefits include nationwide coverage for Medical, Dental, Vision, Life, and Disability insurance, along with additional Voluntary Benefits. Prepare for your financial future with our 401(k) Retirement Savings Plan, Health Savings Accounts (HSA), and Flexible Spending Accounts (FSA).  

More About HALO: At HALO, we energize our clients' brands and amplify their stories to capture the attention of those who matter most. That’s why over 60,000 small- and mid-sized businesses partner with us, making us the global leader in the branded merchandise industry. 

• Career Advancement: At HALO, we’re passionate about promoting from within. Internal promotions have been key to our exponential growth over the past few years. With so many industry leaders at HALO, you’ll have the opportunity to accelerate your career by learning from their experience, insights, and skills. Plus, you'll gain access to HALO’s influential global network, leadership opportunities, and diverse perspectives. 
• Culture: We love working here, and we’re confident you will too. At HALO, you’ll experience a culture of ingenuity, inclusion, and relentless determination. We push the limits of possibility and imagination by staying curious, humble, and bold breaking through yesterday’s limits. Diversity fuels our creativity, and we thrive when each of us contributes to an inclusive environment based on respect, dignity, and equity. We hold ourselves to a high standard of excellence with a commitment to results and supporting one another with accountability, transparency, and dependability. 
• Recognition: At HALO, your success is our success. You can count on us to celebrate your wins. Colleagues across the company will join in recognizing your milestones and nominating you for awards. Over time, you’ll accumulate recognition that can be converted into gift cards, trips, concert tickets, and merchandise from your favorite brands. 
• Flexibility: Many of our roles offer hybrid work options, and we pride ourselves on flexible schedules that help you balance professional and personal demands. We believe that supporting our customers is a top priority and trust that you and your manager will collaborate to create a schedule that achieves this goal. 

HALO is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We insist on an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Inclusion is a core value at HALO and we seek to recruit, develop and retain the most talented people. 

HALO participates in E-Verify. Please see the following notices in English and Spanish for important information: E-Verify Participation and Right to Work.   

HALO is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. Please do not use this as an alternative method for general inquiries or status on applications as you will not receive a response. Reasonable requests will be reviewed and responded to on a case-by-case basis.