Executive Assistant Office Manager

JOB TITLE: Executive Assistant to CEO & Office Manager EXPECTED HOURS OF WORK: 40 hours/week* DEPARTMENT: Executive / Operations REPORTS TO: CEO SLARY RANGE: $80,000–$90,000 annually* LOCATION: New York City (In-Person) *Occasional evenings and weekends may be required based on business needs and executive travel. Salary is based on experience and qualifications. ABOUT US STAFFED INC. is a nationwide staffing agency specializing in experiential events, hospitality, luxury retail, and recruiting. Our purpose is simple: pairing the world's leading brands with the world's most diverse talent. Relationships are at the center of everything we do. We believe meaningful connections create meaningful careers, exceptional client experiences, and lasting partnerships. We pride ourselves on being polished, trustworthy, resourceful, and people-first in everything we do. ROLE SUMMARY STAFFED INC. is seeking a highly organized, proactive, and resourceful Executive Assistant to CEO & Office Manager to serve as the operational right hand to our Founder & CEO while overseeing the daily operations of our New York headquarters. This role is ideal for someone who enjoys creating order from complexity, anticipating needs before they arise, and helping leaders operate at their highest level. Approximately 70% of the role will focus on executive support, while 30% will focus on office operations, administrative coordination, and special projects. The ideal candidate thrives in a fast-paced entrepreneurial environment, exercises exceptional judgment, communicates with professionalism and discretion, and naturally takes ownership without waiting to be asked. This position offers significant opportunity for long-term growth into an Executive Operations Manager or Chief of Staff role as the company continues to scale. JOB RESPONSIBILITIES Executive Support Working directly with the CEO to maximize effectiveness, productivity, and organization. Responsibilities include, but are not limited to: Manage the CEO's calendar, scheduling, priorities, and daily workflow. Coordinate internal and external meetings while ensuring calendars remain accurate and optimized. Anticipate scheduling conflicts and proactively resolve competing priorities. Prepare meeting agendas, briefing materials, presentations, and supporting documentation. Track action items, follow-ups, deadlines, and commitments to ensure accountability. Draft, proofread, and manage professional correspondence on behalf of the CEO. Coordinate business and personal travel, accommodations, transportation, and detailed itineraries. Prepare expense reports and reconcile travel expenses. Serve as a trusted liaison between the CEO and employees, clients, partners, and vendors. Assist with confidential business and occasional personal matters with professionalism and discretion. Support leadership meetings by documenting key decisions, action items, and next steps. Help prioritize daily initiatives while removing administrative burdens from the CEO. Office Management & Operations Support the daily operations of the New York office while helping maintain an exceptional employee and visitor experience. Responsibilities include: Manage office operations, supplies, equipment, technology, and vendor relationships. Prepare workstations and office equipment for new hires. Maintain inventory of office supplies and technology assets. Coordinate incoming mail, deliveries, and package distribution. Serve as the primary point of contact for the company phone line and office visitors. Maintain organized digital filing systems and internal documentation within Google Drive. Manage company memberships, subscriptions, software licenses, and administrative accounts. Coordinate office lunches, team celebrations, gifts, and employee appreciation initiatives. Ensure conference rooms, meeting spaces, and common areas remain organized and presentation-ready. Assist with planning internal meetings, off-sites, leadership retreats, and company events. Project Coordination & Special Initiatives Support strategic initiatives by providing organization and execution across departments. Responsibilities include: Coordinate special projects on behalf of the CEO and leadership team. Track project timelines, milestones, and deliverables. Assist with preparing reports, presentations, dashboards, and executive summaries. Conduct research and compile information to support business decisions. Help improve internal administrative processes and recommend operational efficiencies. Follow up with department leaders to ensure project deadlines and commitments remain on track. Provide administrative support for company initiatives as the organization continues to grow. WHO WILL THRIVE IN THIS ROLE You will likely excel if you: Love creating organization from chaos. Naturally anticipate what needs to happen before being asked. Are detail-oriented without losing sight of the bigger picture. Take ownership and follow through consistently. Enjoy supporting others and helping people succeed. Communicate with confidence, professionalism, and empathy. Thrives in fast-paced environments where priorities evolve quickly. Maintain confidentiality and exercise sound judgment. Enjoy solving problems and finding better ways of doing things. Are excited to grow alongside an entrepreneurial company. QUALIFICATIONS Bachelor's degree in Business Administration or equivalent professional experience. 3–7 years of experience supporting senior executives as an Executive Assistant, Office Manager, Executive Coordinator, or similar role. Exceptional organizational, project management, and time management skills. Excellent written and verbal communication skills. Strong attention to detail and ability to manage multiple priorities simultaneously. High level of professionalism, discretion, and confidentiality. Advanced proficiency with Google Workspace, Microsoft Office Suite, Adobe Acrobat, Canva, and modern collaboration tools. Experience with CRM systems (HubSpot preferred), project management platforms, and expense management software is a plus. Comfortable learning new technology platforms quickly. Must be authorized to work in the United States. WHY JOIN STAFFED INC.? You'll work directly alongside the Founder & CEO, gaining exposure to every aspect of a rapidly growing business—from operations and strategy to leadership, sales, marketing, finance, and client partnerships. This role offers a unique opportunity to make a meaningful impact while building a long-term career with significant opportunities for professional growth and advancement. We're looking for someone who wants to become an indispensable member of our leadership team—not simply fill a position. The right person will have the opportunity to grow into broader operational leadership responsibilities as the company continues to expand. #J-18808-Ljbffr