Executive & Team Administrator

Executive & Team Administrator

New York, Hybrid

We are looking for a highly organized, proactive, and people-first Executive & Team Administrator to be a key operational backbone of our company. Reporting directly to the COO, this role blends executive support with broad company-wide administration from keeping our leadership running smoothly to creating a welcoming environment for new hires and planning events that bring the team together.

What You Will Be Doing

Executive Support COO & Other C-Suite

• Manage and maintain the COO and other C-Suite's calendar, scheduling, and prioritization of meetings and commitments
• Prepare agendas, briefing materials, and follow-up notes for leadership meetings
• Coordinate travel arrangements, itineraries, and expense reporting for the COO and other C-Suite individuals
• Act as a trusted liaison between the leadership team and internal teams, ensuring timely communication and follow-through
• Handle confidential information with discretion and professionalism
• Draft and proofread correspondence, presentations, and internal communications on behalf of the COO and other C-Suite

Office Management & Operations

• Oversee day-to-day office operations to ensure a productive, organized, and welcoming workplace
• Manage vendor relationships, office supply inventory, and facility coordination
• Serve as the primary point of contact for building management, IT support coordination, and office service providers
• Develop and maintain office policies, procedures, and operational workflows
• Manage office budget and track expenditures related to facilities and operations

New Hire Onboarding

• Coordinate and execute a seamless onboarding experience for all new hires from offer acceptance through their first 30 days
• Prepare onboarding schedules, welcome packages, and first-day logistics including desk setup, equipment, and system access
• Partner with HR, IT, and department leads to ensure all onboarding touchpoints are completed on time
• Serve as the primary point of contact for new employees during their onboarding period, answering questions and providing guidance
• Continuously improve the onboarding process based on new hire feedback and company growth

Company Events & Culture

• Plan, coordinate, and execute company-wide events including town halls, team offsites, holiday celebrations, and milestone events
• Manage event logistics including venue sourcing, catering, vendor management, and on-site coordination
• Partner with People/HR team to support culture initiatives and employee engagement programs
• Manage event budgets and ensure high-quality experiences within defined parameters

Cross-Functional & Administrative Support

• Support broader company initiatives and special projects as directed by leadership team and business operations
• Maintain and organize company-wide shared resources, documentation, and internal communication channels
• Assist with board meeting preparation, investor communications logistics, and leadership team coordination
• Identify opportunities to streamline administrative processes and implement scalable solutions

Qualifications

• 47 years of experience in an executive assistant, chief of staff, or operations/admin role, ideally at a fast-growing startup
• Proven ability to support C-suite executives in a fast-paced, high-growth environment
• Experience managing office operations and leading cross-functional coordination
• Exceptional organizational skills with a strong ability to multitask and prioritize effectively
• Strong written and verbal communication skills
• High emotional intelligence, with the ability to anticipate needs and read between the lines
• Proficiency with modern tools (e.g., Microsoft Office, Slack, Teams, etc.)
• High level of discretion, integrity, and professionalism
• Comfortable in a fast-paced, constantly evolving environment
• NYC-based or willing to commute regularly to our NYC office (hybrid work environment)

Bonus Points

• Experience supporting fundraising, investor relations, or board communications
• Passion for tech, startups, and entrepreneurial environments
• Event coordination or operations experience

About Bluefish:

Bluefish believes that AI represents the next major chapter of the internet - and that consumers will increasingly use AI to consume information and media online. On this new AI internet, brands will need new tools and technologies to tell their stories to consumers online - and a new marketing ecosystem will be created around AI. Bluefish is building the platform that helps brands engage consumers on this new AI channel, with powerful enterprise tools to manage AI brand safety and engage consumers with thoughtful and personalized AI marketing experiences.

The Bluefish team is a tight-knit group of mar-tech industry veterans who previously helped build foundational ad-tech platforms now owned by Meta and Microsoft. Bluefish, the leading AI marketing platform for the Fortune 500, recently announced a $20M Series A funding round led by NEA, with participation from Salesforce Ventures. Additional investors include Crane Venture Partners, Swift Ventures, and Bloomberg Beta. We are a globally distributed team, with business operations based in New York City and engineering based in Berlin.

Why Bluefish & Our Values:

• Unique opportunity to join on the ground floor of a fast-moving startup building at the center of AI
• Tackle challenging and abstract problems while disrupting the $300BN legacy mar-tech industry
• Join an experienced high-performing team where you will have immediate ownership and impact
• Experience a true meritocracy with significant career growth upside as the business scales

Our Values:

• Demonstrated grit and resourcefulness; you find creative solutions, adapt quickly, and aren't afraid to roll up your sleeves in a fast-paced, evolving environment.
• Thoughtful and strategic thinker with the ability to anticipate needs, ask the right questions, and deliver insights that truly drive value.
• Proven ability to collaborate across functions and roles, fostering open communication and shared ownership of outcomes.
• Commitment to craftsmanship; you take pride in delivering high-quality work, paying attention to the small details while keeping the big picture in mind.
• Self-starter with a proactive mindset and a strong sense of accountability; able to drive projects forward independently while staying aligned with team goals.
• Comfortable navigating ambiguity and learning new tools, processes, or technologies to get the job done.