Job Description

Position Description: Senior Executive Assistant & Office Manager

Astra Service Partners

OUR CULTURE AT ASTRA

At Astra, we are builders. We want to be the gold standard for people in the Commercial Services trades. We are building a 100+ year business with an A+ team -- driven, excited about the future, and looking for people who want to build with us. We believe in hiring people with a growth mindset who are committed to building something bigger than themselves. Our culture is grounded in four core values: Coach, Compete, Collaborate, and Commit. We strive to be low ego, high performance, and deeply committed to our people, our Operating Companies, and our long-term vision.

Astra Service Partners is a growing network of commercial services businesses across the United States, spanning HVAC, electrical, plumbing, building automation, and related trades. Our platform team is intentionally small -- about 40 people based in Colorado -- and we support a much larger network of Operating Companies and field employees across the country. Our Boulder office sees 5 to 8 platform team members on any given day, alongside a steady flow of remote colleagues coming in to collaborate, attend meetings, and participate in training. We run large, multi-day training and leadership events regularly, which makes the office an active and dynamic place.

Astra is a roll-up-your-sleeves culture. At all levels, we expect people to prioritize, act quickly and effectively, demonstrate agility in their thinking, and get the job done every day. This is not a sit-back-and-direct environment -- we value doers, problem-solvers, and people who are hands-on and decisive.

THE ROLE

The Senior Executive Assistant & Office Manager is a critical operational role at Astra. This person ensures the executive team is supported seamlessly and that the HQ runs as a professional, welcoming, and well-functioning workplace every day.

This is a role for someone who takes genuine pride in every detail -- who treats the office as their own, who notices what needs to be done before being asked, and who finds the work of supporting others intrinsically rewarding. We are looking for a seasoned professional who views executive assistance and office management as a craft and a career, not a stepping stone.

WHAT WE ARE LOOKING FOR

Core Competencies

• Proactive and forward-thinking -- you scan your calendar and the office days and weeks ahead and act without being asked


• Discretion, confidentiality, and values stewardship -- you sit at the center of the executive team and are trusted with sensitive information -- organizational, personnel, and strategic. You do not share, discuss, or speculate about confidential matters, and you do not engage in gossip of any kind. You actively model Astra’s core values in every interaction and understand that being a steward of the culture is as much a part of this role as any administrative function


• Ownership mentality -- when something is not right, it becomes your problem to solve, even if you did not create it


• Service orientation -- you derive genuine satisfaction from supporting others and take pride in their experience


• Persistent and assertive -- you follow through until things get done. Booking a venue, confirming a vendor, or getting an answer from a third party may require multiple calls and follow-ups. You are comfortable pushing for a response and do not wait passively. Astra moves fast and this role must move with it


• Resourceful and self-directed -- when you encounter an unfamiliar tool or task, you figure it out


• High-volume triage and responsiveness -- you handle a high volume of requests across email, text, and in-person simultaneously. You have a system that works for you, you know what requires immediate attention versus what can wait, and you maintain responsive communication during business hours without being asked


• Consistent and approachable -- you are warm, steady, and professional; people enjoy asking you for help

Experience and Qualifications

• 10+ years of experience in an executive assistant, office management, or executive operations role


• Proficient in Microsoft Outlook on day one -- calendar management, scheduling, and inbox organization are core to this role. Comfortable across the full Microsoft Office suite including Excel, PowerPoint, Teams, and SharePoint, and brings strong file organization habits


• Demonstrated experience supporting multiple senior leaders simultaneously


• Experience coordinating events, vendor relationships, or office moves preferred


• This role is a profession for you, not a transition point -- you are motivated by the craft of getting it right

KEY RESPONSIBILITIES

Executive Support

• Manage calendars for the executive team and the platform team -- daily review, proactive deconfliction, and forward planning. Manage team-wide communications as needed


• Book and manage all travel: flights, hotels, ground transportation, and full itinerary coordination


• Prepare executives for meetings and visits -- room setup, meals, AV, and materials confirmed in advance


• Process expense reimbursements and approvals as requested


• Coordinate white-glove onboarding setup for new executives joining Astra


• Support employee onboarding at HQ -- welcome coordination, gear and equipment setup

Office Operations

• Lead the HQ move-in to Astra’s new Superior, Colorado office -- coordinating vendors, furniture, AV, decor, and timing


• Own daily office operations: supplies, mail, packages, common areas, and general readiness


• Ensure technology is functioning; triage issues and coordinate with vendors or IT for resolution


• Greet and welcome all visitors professionally and warmly


• Manage the Astra swag store


• Book conference rooms, hotel blocks, and group reservations as needed

Events and People Programs

• Plan and execute annual team events, the end-of-year meeting, and the holiday party


• Support Astra University events: meals, room setup, and guest welcome


• Order food, catering, and reservations for ad hoc office needs


• Assist with people program communications: monthly newsletter, weekly leadership email, and employee recognition

REPORTING STRUCTURE

This position reports directly to the Chief People Officer (CPO).

WORK LOCATION AND SCHEDULE

This position is full-time onsite. The role begins at Astra’s current Boulder office (1401 Walnut Street) with a planned move to the new Astra HQ in Superior, Colorado anticipated in late summer/fall 2025. Early morning availability is expected on days requiring office preparation for meetings or events.

COMPENSATION

$90,000 – $125,000 base salary, commensurate with experience, plus performance-based bonus eligibility.

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