Office Administrator

Executive Administrator

We are seeking an Executive Administrator reporting to the Head of HR & Chief of Staff. This role provides executive support, office administration, and operational coordination for senior leadership. This role is ideal for a professional with 2+ years of experience who enjoys managing both executive priorities and the day-to-day functions of a dynamic office environment.

The Executive Administrator will serve as a trusted partner to leadership by managing calendars, coordinating meetings and travel, supporting office operations, facilitating cross-functional projects, and ensuring an exceptional employee and visitor experience. The ideal candidate is resourceful, service-oriented, adaptable, and thrives in a fast-paced, collaborative workplace.

This position is primarily based in our Greenpoint, Brooklyn office and follows a hybrid schedule, dependent on role and business needs.

Essential Functions:

Communication & Collaboration

• Help ensure smooth communication and coordination across functions.
• Serve as a liaison between executives and internal departments.
• Build strong partnerships across the organization and serve as a trusted resource for employees.
• Support company-wide communications, leadership meetings, and special events.
• Facilitate information flow between teams and help drive alignment on priorities.
• Promote a positive, professional, and service-oriented culture.

Office Administration & Workplace Operations

• Serve as a primary point of contact for day-to-day office operations and administrative needs.
• Coordinate office supplies, equipment, inventory management, and vendor relationships to ensure a well-functioning workplace.
• Support conference room scheduling and manage shared workspace resources.
• Coordinate employee and executive office visits, leadership meetings, and company events.
• Welcome and support visitors, candidates, and external partners to ensure a professional and positive experience.
• Maintain office procedures, contact lists, seating charts, and organizational directories.
• Process office-related invoices, purchase requests, and expense documentation.
• Partner closely with Human Resources, Information Technology, Finance, and Facilities teams to support workplace initiatives and employee experience programs.
• Identify opportunities to improve operational efficiency, organization, and workplace effectiveness.
• Support emergency preparedness and business continuity activities as needed.

Executive Support

• Manage complex calendars, scheduling meetings across multiple stakeholders and time zones.
• Coordinate internal and external meetings, including agenda preparation, logistics, materials, and follow-up actions.
• Screen and prioritize incoming communications on behalf of executives.
• Draft correspondence, presentations, reports, and executive meeting materials.
• Arrange domestic travel, itineraries, accommodations, and expense reporting.
• Prepare executive briefing materials and organize key business information.
• Track action items and ensure timely follow-up on leadership priorities.
• Handle highly confidential information with discretion and professionalism.

Operational & Administrative Support

• Assist with day-to-day administrative operations for the executive team.
• Maintain organized files, records, contracts, and critical business documents.
• Support budget tracking, invoice management, and vendor coordination.
• Assist in developing processes, templates, and workflows that enhance team productivity.
• Coordinate logistics for leadership offsites, town halls, and strategic planning sessions.

Additional Job Responsibilities:

• Other related duties as assigned

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

What we are looking for

Skills & Requirements:

• 2+ years of experience in an administrative, executive assistant, coordinator, office management, or operations support role.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Strong organizational, problem-solving, and time-management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and commitment to delivering high-quality work.

Preferred Experience:

• Experience supporting executives in a retail, consumer, fashion, or multi-site organization.
• Exposure to project management, operations, or business administration.
• Familiarity with collaboration and project management tools such as Asana, Monday.com, Smartsheet, or similar platforms.

Physical Requirements:

• Prolonged periods of sitting at a desk, standing, bending and working on a computer.
• Must be able to lift 15 pounds occasionally.
• Must be able to access and navigate various department at the organization's facilities.

Benefits at a Glance

At J.McLaughlin, we design our benefits with the same care and intention as our product. Our benefits are designed to support well-being, flexibility, and long-term growth.

• Comprehensive medical, dental, and vision coverage
• 401(k) retirement plan with company match (eligibility based on hours worked)
• Generous paid time off and paid holidays
• Hybrid or flexible work environment (role-dependent)
• Company-paid life insurance and disability coverage
• Optional Critical Illness and Accident insurance
• Employee Assistance Program (EAP)
• Clothing allowance and generous discounts on J.McLaughlin merchandise
• Discretionary bonus opportunities (role-dependent)
• Employee referral incentives and commuter benefits

Pay Transparency & Disclaimer

$67,000 - $72,000 depending on experience, skills, and qualifications. Compensation and benefits may vary based on role, location, and eligibility. J.McLaughlin reserves the right to modify compensation and benefit programs at any time, in accordance with applicable laws.

Equal Opportunity

J.McLaughlin is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability or any other legally protected status.