Executive Assistant

Job Title: Executive Assistant / Workplace Operations Coordinator

Industry: Philanthropy / Investments / Legal

Location (city, state): New York, NY

Assignment Type: Direct Hire / Permanent

Pay: $80,000 - $100,000

Work Schedule: Monday – Friday: 8:00 AM – 5:00 PM, Hybrid schedule 4 days onsite and Fridays remote

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

A well-established mission-driven organization focused on creating lasting social impact through partnerships, community-focused initiatives, and strategic programs. The organization offers a collaborative and professional environment where this role will work closely with senior-level stakeholders across multiple teams.

Job Description:

We are seeking an experienced Executive Assistant & Workplace Operations Coordinator to provide high-level administrative support to senior Legal and Investments professionals while managing the day-to-day operations of a New York office. This is a highly visible, 50/50 role combining executive-level administrative support with workplace operations.

The position will primarily focus on calendar management, scheduling, meetings, travel, expenses, organization, and follow-up, while also providing administrative support to members of the Investments team. The Workplace Operations component will include managing vendors, supplies, conference rooms, visitors, events, deliveries, onboarding, and general office needs.

The ideal candidate is a proactive and highly organized Executive Assistant with experience supporting senior-level legal professionals who is also comfortable taking ownership of office and workplace operations.

Key Responsibilities:

Executive & Administrative Support – Legal & Investments

• Provide executive administrative support to senior Legal professionals, including calendar management, scheduling, meetings, travel, expenses, and follow-up
• Provide administrative support to members of the Investments team and other senior professionals as needed
• Coordinate internal and external meetings, team activities, events, and special projects
• Draft correspondence, letters, and memos as needed
• Organize and maintain sensitive and confidential files and information
• Track deliverables and follow up on outstanding items
• Anticipate executive needs and proactively provide support before being asked
• Manage competing priorities and adapt to changing business needs across teams
• Exercise sound judgment and discretion when handling confidential information

Workplace Operations – New York Office

• Manage the day-to-day flow, functionality, and organization of the office
• Welcome visitors, coordinate building access, and provide meeting support
• Manage conference room reservations, catering, external guest office use, and basic AV/IT setup
• Coordinate incoming packages and outgoing shipments
• Order and maintain office, technology, kitchen, restroom, and copier supplies
• Monitor shared office equipment and appliances and coordinate maintenance as needed
• Submit service tickets and coordinate repairs, preventative maintenance, and vendor visits
• Serve as a point of contact for building management, janitorial staff, engineers, and workplace vendors
• Support office events, employee gatherings, luncheons, holiday events, retreats, swag distributions, and other workplace programming
• Assist with new hire onboarding, including office/desk assignments, I-9 coordination, orientation setup, welcome materials, and building access
• Assist with invoice management and office-wide communications
• Partner with HR and Workplace Operations on additional office and employee-support initiatives
• Provide additional administrative and workplace operations support as needed

Qualifications:

• 5+ years of Executive Assistant experience
• Experience supporting senior-level executives, preferably within a Legal, Financial Services/Investments, Nonprofit/Philanthropy, Professional Services, or corporate environment
• Experience supporting legal professionals strongly preferred
• Strong calendar management, scheduling, travel coordination, and expense management skills
• Experience with vendor management, office operations, facilities coordination, or workplace operations
• Proficiency with Microsoft Office
• Highly organized and detail-oriented with excellent follow-through
• Proactive and forward-thinking with the ability to anticipate needs
• Strong judgment, discretion, and ability to manage confidential information
• Tactful and diplomatic with a professional, service-oriented approach
• Clear and direct communicator who is comfortable asking questions and clarifying priorities
• Ability to manage up and effectively balance competing priorities
• Comfortable shifting between executive support, workplace operations, and team needs throughout the day
• Bachelor’s degree preferred

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.