EXECUTIVE ASSISTANT / OFFICE MANAGER

Job Description

Job Description:\n\nBenefits:\n\n Bonus based on performance\n Opportunity for advancement\n Paid time off\n Training & development\n\nEXECUTIVE ASSISTANT / OFFICE MANAGERFull-Time | Primarily In-Person | Brooklyn & New York City\nStarting Compensation: $85,000 Annualized (40.87/Hour)\n9-Month Introductory Period | Eligible for Advancement to $90,000 Annually + Additional Benefits Upon Successful Completion\n\nTHE ROLE\n\nVision 2 Vision Organizing LLC is a seven-figure, rapidly growing company entering its next phase of expansion. We are seeking an experienced Executive Assistant / Office Manager to work closely with our Founder and leadership team, bringing structure, initiative, discretion, and ownership to the administrative systems behind our business.\n\nThis position combines high-level executive support with hands-on administrative management. You will serve as a trusted partner to the Founder while maintaining the communication, documentation, systems, and follow-through that keep the company organized and moving forward.\n\nThe right person doesn't simply wait for instructions. They recognize what needs attention, anticipate what comes next, solve problems, and continuously look for ways to improve efficiency.\n\nThis is an opportunity for an experienced professional who wants to grow into a highly independent executive support role while helping shape the administrative systems of an expanding company.\n\nWHAT YOU'LL DO\nExecutive Support & Communication\n\n Manage and maintain the Founder's calendar, meetings, calls, deadlines, and executive priorities.\n Oversee executive email inboxes, ensuring timely, polished, and professional communication with clients, vendors, partners, and internal leadership.\n Draft, review, and progressively manage routine executive correspondence independently, including Department of Education communications, client inquiries, quotes, follow-ups, and internal communications, in accordance with the Founder's voice and company standards.\n Review documents, proposals, and internal materials before they reach the Founder; summarize key decisions, identify discrepancies, and highlight matters requiring executive attention.\n Serve as a communication bridge between the Founder, leadership team, clients, vendors, and partners.\n Maintain a centralized system for tracking executive assignments, outstanding decisions, deadlines, and follow-ups.\n Exercise sound judgment in distinguishing matters that can be handled independently from those requiring the Founder's approval or involvement.\n Protect the Founder's time by proactively organizing information, filtering priorities, managing communication, and ensuring commitments move forward.\nIndependence & Growth: During the nine-month introductory period, responsibilities and decision-making authority will expand progressively through training, demonstrated competency, and the Founder's approval. The expectation is that, upon successful completion, the Executive Assistant will independently manage established areas of executive communication and administration, escalating only matters requiring executive judgment or authorization.\n\nOffice Management & Administrative Operations\n\n Own day-to-day administrative systems and ensure important tasks, documents, and follow-ups do not fall through the cracks.\n Organize and maintain digital files, shared drives, folders, records, and administrative documentation.\n Create, maintain, and improve spreadsheets, trackers, calendars, and reporting systems for projects, revenue, prospects, vendors, and internal initiatives.\n Manage and maintain project folders, ensuring assessment notes, photographs, measurements, client communications, scopes of work, quotes, purchasing records, delivery information, and project updates are accurately documented and accessible to leadership.\n Coordinate directly with the Founder to collect and organize information following project assessments, ensuring the Director of Operations receives complete and accurate materials for planning and execution.\n Proactively identify missing information, outstanding client decisions, documentation discrepancies, and administrative obstacles that could delay project planning or execution, and follow through with the appropriate parties.\n Troubleshoot portal access, vendor issues, missing documentation, and administrative delays.\n Identify inefficiencies and implement practical process improvements that strengthen accuracy, communication, organization, and company-wide efficiency.\nClient, Vendor & Purchase Order Coordination\n\n Maintain and update existing revenue trackers, purchase order spreadsheets, and payment status records, ensuring information is accurate, organized, and current.\n Learn and progressively manage administrative processes within the NYC Department of Education's Polaris vendor portal, including purchase order documentation, payment submissions, status tracking, and required follow-ups.\n Monitor outstanding purchase orders, payment statuses, discrepancies, and missing documentation, proactively identifying issues and bringing them to the Founder's attention when necessary.\n Coordinate communication and administrative follow-ups with clients and vendors regarding quotes, orders, deliveries, outstanding requests, and project-related documentation.\n Maintain accurate and organized records related to clients, vendors, purchase orders, purchasing activities, and project administration.\nRecruitment, HR Administration & Accountability\n\n Coordinate recruitment and hiring logistics, including reviewing applications, screening candidates, scheduling interviews, managing candidate communications, and maintaining organized hiring records.\n Conduct preliminary candidate screenings and present qualified applicants to the Founder for further consideration and final hiring decisions.\n Maintain organized employee records, employment agreements, onboarding documents, and administrative HR tracking systems, with access determined by the Founder.\n Coordinate administrative onboarding requirements for new employees, ensuring necessary documentation is collected, completed, and properly filed.\n Maintain a daily record of completed assignments, time spent on tasks, outstanding responsibilities, and follow-ups, and submit an end-of-day report to the Founder.\n Recommend practical improvements to recruitment and administrative processes as familiarity with the company's systems develops.\nFounder Support & On-Site Assistance\n\n Ensure the Founder's appointments and meeting commitments are accurately scheduled, with relevant locations, documents, and details readily accessible.\n Proactively provide meeting reminders and relevant information at least 24 hours in advance, ensuring the Founder is prepared for upcoming commitments.\n Accompany the Founder to client assessments, meetings, and project sites as needed, providing administrative assistance and documenting important information, decisions, and follow-up requirements.\n Work closely alongside the Founder to learn the company's operations, systems, workflows, and standards, progressively developing the knowledge and judgment necessary to provide increasingly independent executive support.\n Anticipate administrative needs and proactively follow through on responsibilities that reduce the Founder's day-to-day administrative workload.\nWHO WE'RE LOOKING FOR\n\nWe're looking for an exceptional administrative professional who takes genuine pride in their work, thrives on responsibility, and is excited by the opportunity to grow alongside an ambitious Founder and a rapidly expanding company.\n\nThe ideal candidate is naturally proactive, highly organized, resourceful, and eager to learn. They don't simply complete assignments; they think critically, anticipate needs, identify opportunities for improvement, and take ownership of their responsibilities.\n\nOur ideal candidate:\n\n Has at least three years of relevant experience in executive assistance, office management, or high-level administrative support, preferably working directly with a business owner, Founder, or senior executive.\n Demonstrates exceptional organizational skills, attention to detail, time management, and the ability to manage multiple priorities without sacrificing accuracy or quality.\n Is a forward thinker who naturally anticipates needs, identifies potential problems, and takes initiative before being asked.\n Possesses strong critical thinking and problem-solving abilities, using sound judgment to determine the most effective way to complete assignments and resolve challenges.\n Is highly resourceful, technologically proficient, and comfortable learning new software, digital platforms, and administrative systems.\n Understands how to use AI and modern productivity tools to improve efficiency and accelerate administrative work while maintaining independent thinking, accuracy, confidentiality, and personal accountability.\n Communicates exceptionally well, both verbally and in writing, and can adapt their communication style to represent the Founder and company professionally.\n Demonstrates discretion, integrity, emotional intelligence, and sound judgment when handling sensitive information and confidential communications.\n Is receptive to feedback, eager to develop new skills, and motivated by continuous personal and professional improvement.\n Thrives in a fast-paced, evolving environment and can adapt quickly as priorities, responsibilities, and business needs change.\n Takes pride in completing work efficiently, accurately, and independently, without requiring constant reminders or supervision.\n Has a strong sense of ownership and leadership potential, with the ambition to eventually manage executive administrative responsibilities confidently and independently.\n Genuinely enjoys working, learning, collaborating, and contributing to the success of a team.\nWhat Sets the Right Person Apart\n\nWe're not looking for someone who simply follows instructions or checks tasks off a list. We're looking for someone who wants to understand the bigger picture, master the systems behind the business, and eventually become so knowledgeable, capable, and dependable that they can anticipate the Founder's needs and confidently take the lead on established administrative responsibilities.\n\nThis level of independence will be developed progressively through hands-on training, mentorship, and demonstrated performance. The goal is to build a trusted executive partnership in which the Founder can confidently delegate administrative responsibilities and focus on leading and growing the company.\n\n WHAT SUCCESS LOOKS LIKEBy the end of the nine-month introductory period, the successful candidate will:\n\n Independently manage established executive support and administrative responsibilities, allowing the Founder to dedicate more time to business development, strategic planning, and company growth.\n Demonstrate a thorough understanding of the company's administrative systems, workflows, communication standards, and day-to-day business operations.\n Consistently anticipate the Founder's needs, recognize upcoming priorities, and proactively address responsibilities before being asked.\n Communicate confidently, professionally, and independently with clients, vendors, and internal leadership, consistently representing the Founder and company to the highest standards.\n Take full ownership of assigned responsibilities, deadlines, and follow-ups, ensuring work is completed accurately, efficiently, and without repeated reminders or unnecessary supervision.\n Exercise sound judgment, independently resolve routine administrative challenges, and recognize when matters require the Founder's attention or approval.\n Identify inefficiencies, recommend practical improvements, and help establish more effective administrative systems, processes, and workflows that support the company's continued growth.\n Demonstrate the initiative, reliability, resourcefulness, and professional judgment necessary to become a trusted executive partner to the Founder.\nCOMPENSATION & BENEFITS\n\n Starting Compensation: $85,000 annualized, paid hourly at approximately $40.87 per hour during the nine-month introductory period, based on a standard 40-hour workweek.\n Salary Advancement: Eligible to transition to an annual salary of $90,000 following a successful nine-month performance review. Advancement is based on demonstrated performance and is not automatic.\n Paid Vacation: Two weeks annually, accrued in accordance with company policy.\n Paid Sick Leave: Five days annually, with additional protected leave provided in accordance with applicable New York City law.\n Performance Recognition: Opportunities for discretionary performance-based bonuses, gift cards, birthday gifts, monthly team appreciation events, and company outings.\n Additional Benefits Upon Successful Completion: Eligibility for company-paid holidays and a $1,000 annual health/emergency assistance benefit, subject to company policy. This assistance benefit is not a health insurance plan.\n Professional Development: Direct mentorship from the Founder, hands-on training, leadership development, and opportunities for career advancement within a rapidly growing company.\nLOCATION & SCHEDULE\n\n Employment Type: Full-time, Monday through Friday.\n Location: Primarily in person, based in Brooklyn, New York, with travel to client sites and meetings throughout New York City as needed.\n Working Hours: 8:00 AM–4:45 PM, Monday through Friday, with a consistent 40-hour workweek and a 45-minute unpaid meal break.\n Arrival Expectations: Employees are expected to arrive at their assigned work location by 7:45 AM, allowing time for personal preparation before the 8:00 AM workday begins. Any required job-related preparation is treated as compensable working time.\nOUR CORE VALUES\nRelentless Commitment. Grit in Action. Integrity That Elevates.\n\nOur values guide how we work, how we treat one another, and the standards we bring to every client and project. We believe in taking ownership, showing initiative, maintaining integrity, and consistently striving to improve.\n\nREADY TO GROW WITH PURPOSE?\n\nIf you're an experienced administrative professional who takes pride in exceptional work, thrives on responsibility, and is excited by the opportunity to grow alongside a dedicated Founder and an ambitious team, we'd love to hear from you.\n\nJoin us in building the next chapter of Vision 2 Vision Organizing LLC.\n\nLearn more about us at