Executive Assistant

Executive Assistant / Office Manager

Location: New York, NY

Schedule: Hybrid – 3–4 days onsite

Position Overview

A well-established organization in New York City is seeking a polished, proactive, and highly organized Executive Assistant / Office Manager to provide executive-level administrative support while overseeing daily office operations.

This position offers an even split between executive assistance and office management, making it an excellent opportunity for someone who enjoys supporting senior leadership while taking ownership of a professional office environment.

The ideal candidate is resourceful, detail-oriented, and comfortable working independently in a fast-paced, collaborative setting.

Key Responsibilities

Executive Administrative Support

• Manage executive calendars, scheduling, meetings, and travel arrangements.
• Coordinate board meetings, including scheduling, logistics, agendas, and meeting materials.
• Prepare briefing documents, presentations, and executive meeting materials.
• Take meeting notes, track action items, and ensure timely follow-up.
• Process expenses, invoices, and procurement requests.
• Provide administrative, research, and project support to senior leadership.
• Coordinate internal meetings, staff events, and town halls.
• Handle confidential information and time-sensitive requests with discretion.

Office Management & Facilities

• Oversee daily office operations to ensure an organized, efficient, and welcoming workplace.
• Serve as the primary point of contact for building management, vendors, and service providers.
• Manage office supplies, kitchen inventory, and general workplace needs.
• Coordinate conference room setups, catering, and internal events.
• Oversee mail, deliveries, building access, and security coordination.
• Assist with new employee onboarding and workstation setup.
• Track office expenses, vendor invoices, and facilities budgets.
• Address maintenance issues and proactively identify opportunities to improve office operations.

Qualifications

• 2–3+ years of experience in executive assistance, office management, or a similar administrative role.
• Experience supporting C-suite executives or senior leadership strongly preferred.
• Strong calendar management, scheduling, and organizational skills.
• Experience coordinating vendors, facilities, or day-to-day office operations.
• Excellent written and verbal communication skills.
• Polished, professional demeanor with strong interpersonal skills.
• Ability to work independently, anticipate needs, and manage competing priorities.
• Proficiency in Microsoft Office; Asana and Salesforce experience are a plus.
• Bachelor's degree preferred or equivalent professional experience.
• Strong attention to detail, discretion, resourcefulness, and sound judgment.

Additional Information

This is a temporary opportunity with the potential to transition into a permanent position. Candidates available to interview and begin on short notice are strongly encouraged to apply.