Business Operations & Executive Assistant

Business Operations & Executive Assistant

The Business Operations & Executive Assistant will perform a wide range of business operations, administrative, executive support, and personal assistance activities to facilitate the efficient operation of our New York office and support Senior Executives. This position is highly versatile and will require a proactive, self-motivated individual who is comfortable taking on a wide variety of responsibilities and working effectively in a small, fast-moving environment where priorities can change and responsibilities may not always be clearly defined.

All candidates should make sure to read the following job description and information carefully before applying.

Executive Support

• Manage and maintain Executives' calendars including scheduling appointments, internal/external meetings and conference calls.
• Coordinate travel itineraries, flights, hotel accommodation, ground transportation and other travel needs.
• Draft and edit correspondence, communications, and other documents.
• Complete monthly expense reconciliation for Executives' corporate credit card expenses.
• Serve as a liaison with internal staff at all levels.
• Provide assistance on various projects such as employee onboarding, Board calendar planning and staff communications.
• Support other Senior Management on other projects as needed.

Administrative Support

• Manage and coordinate a wide range of personal and family-related activities and appointments for one of the senior executives, using sound judgment, discretion, and confidentiality.
• Coordinate personal appointments, reservations, household or personal service providers, deliveries, and other personal logistics as needed.
• Assist with personal travel planning and coordination, including itineraries, transportation, reservations, and special arrangements.
• Handle personal correspondence and errands, or other administrative tasks as requested.
• Anticipate needs, follow through on details, and independently manage tasks from start to finish with minimal direction.
• Balance personal-assistance responsibilities with business priorities and respond with flexibility when priorities shift or urgent needs arise.
• Maintain a high level of professionalism, discretion, and confidentiality when handling sensitive personal and business information.

Office Operations

• Oversee all daily New York office functions ensuring the overall organization and ensure that staff have an efficient and effective work environment.
• Serve as the first point of contact for all office visitors.
• Responsible for vendor management activities including but not limited to ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.
• Provide event planning assistance to the internal teams as needed for other events.

Requirements

• 3+ years of relevant experience.
• Bachelor's degree preferred, with equivalent experience considered.
• Executive support and confidential information experience.
• Strong organization, communication, technology, and judgment requirements. xhyhwjd
• Startup/entrepreneurial experience preferred.