Office Manager & Executive Assistant

About MealSuite 

MealSuite builds end-to-end foodservice technology for healthcare and senior living organizations. Our mission is to help care teams deliver better dining experiences with less effort. We’re a fast-growing team working on meaningful problems that directly impact patient and resident care. 

About the Role 

MealSuite is seeking an experienced Office Manager & Executive Assistant to support the Office of the CEO and oversee day-to-day operations of our Dallas office. This role plays a critical part in creating a professional, safe, and highly functional workplace while providing high-level executive support to the CEO and select members of the Executive Leadership Team (ELT). 

As a key member of the Executive Operations function, you will balance hands-on office management with strategic administrative support. You will serve as a trusted partner to executive leaders, anticipate needs, manage complex schedules and logistics, and ensure a seamless experience for employees, visitors, and partners. 

This is a fully in-office role based in Dallas, working five days per week, and reports to the Global Chief of Staff, Executive Operations. 

What You’ll Do 

• Provide high-level administrative support to the CEO and assigned ELT members with professionalism, discretion, and strong follow-through.
• Manage executive calendars and coordinate internal and external meetings while balancing competing priorities.
• Prepare agendas, meeting materials, presentations, and follow-ups; track action items and support execution.
• Book and manage domestic and international executive travel, including detailed itineraries and last-minute changes.
• Support executive-led meetings, customer visits, and internal events through planning, logistics coordination, and onsite execution.
• Manage and coordinate special events such as Town Halls, Local Summits and other events.
• Own office logistics including supplies, inventory, vendors, service providers, shipping and receiving, and general office upkeep.
• Coordinate building services, maintenance, repairs, safety considerations, and meeting space readiness, including basic AV support.
• Provide light hospitality and kitchen support to maintain a high-quality onsite experience.
• Support onsite onboarding and offboarding by preparing workspaces, access, and first-day logistics in partnership with internal teams.
• Complete basic administrative and financial tasks such as invoicing, AP/AR data entry, and expense documentation related to office operations.
• Oversee the day-to-day operations of the Dallas office, ensuring a professional, organized, safe, and welcoming environment for employees, executives, and visitors.
• Maintain strict confidentiality when handling sensitive executive, business, and personnel matters.

What You Bring 

• Proven experience in office management and executive-level administrative support. 
• Strong calendar management, travel coordination, and meeting logistics expertise. 
• Comfort with AV tools, office technology, and basic IT troubleshooting. 
• Experience supporting C-suite or senior executives in a fast-paced environment. 
• Exceptional organizational skills with strong attention to detail and follow-through. 
• High level of professionalism, discretion, and confidentiality. 
• Anticipatory mindset with the ability to proactively solve problems before they arise. 
• Clear, professional written and verbal communication skills. 

Why You’ll Love Working Here 

• Competitive salary within a clearly defined hiring range. 
• Comprehensive health benefits, including medical, dental, vision, life, disability, and paid parental leave starting day one. 
• 401(k) matching program. 
• Collaborative, in-person work environment in our Dallas office. 
• Direct exposure to executive leadership and meaningful business initiatives. 
• A role with real ownership and impact on workplace experience and company operations. 
• Mission-driven work that supports care teams and improves resident and patient outcomes. 

Compensation 

$78,000 – $89,000 USD Salary

Additional Information

We want to ensure that every qualified individual has an equal opportunity to work with us. If you require accommodation during our application process, please contact us at [email protected].

MealSuite uses AI-assisted tools during parts of the hiring process, including screening and workflow automation. All final hiring decisions are made by people.