Executive Office Associate

About the Position

TOPS Club Inc. is seeking a highly organized, detail-oriented Executive Office Associate to support the executive office and ensure smooth daily operations across the organization. This role requires a professional who can manage sensitive information, coordinate with internal staff, the Board of Directors, and external partners, and handle a wide range of administrative and operational responsibilities.

The ideal candidate is proactive, adaptable, and able to juggle multiple tasks while maintaining strict confidentiality and professionalism.

Key Responsibilities

Executive & Administrative Support

• Provide direct support to the executive office across day-to-day tasks and long-term projects.
• Maintain strict confidentiality regarding executive discussions, board matters, contracts, and internal communications.
• Assist with contracts, bookings, scheduling, and communications with internal and external partners.
• Prepare, edit, and organize forms, documents, and procedure manuals.
• Manage purchase order (PO) system and coordinate ordering needs.

Board of Directors Support

• Assist with preparation, distribution, and organization of board minutes, meeting packets, and confidential materials.
• Communicate professionally with board members and support logistics for board-related activities.

Operations & Organizational Support

• Collaborate with team members to ensure tasks, deadlines, and projects are completed successfully.
• Support the development and documentation of organizational procedures and workflows.
• Maintain organized electronic and physical filing systems.
• Assist with vendor communication, research, and coordination.
• Handle miscellaneous operational tasks, "odds and ends," and special projects that arise in the executive office.

Communication

• Serve as a liaison between the executive office, staff, the Board of Directors, and external companies.
• Communicate clearly and professionally across all levels of the organization.

Qualifications

• Proven experience in administrative, executive support, or operations roles.
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential information with integrity and professionalism.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and manage workflows with minimal supervision.
• Proficiency with Microsoft Office, Microsoft Teams, and database/PO systems.
• Comfortable working in a fast-paced environment with shifting priorities.

What We Offer

• Competitive salary and benefits package.
• Opportunity to work closely with leadership and contribute to organizational efficiency.
• A collaborative, mission-driven environment.

Pay: From $17.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person