Executive Assistant & Office Administrator

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Office Administrator to support senior leadership while ensuring the smooth day-to-day operations of the office. This role requires exceptional follow-through, strong organizational systems, and the ability to manage competing priorities with professionalism and discretion.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and is comfortable leveraging productivity software to track contacts, meetings, and communications.

Given team growth, we may hire more than one individual into this role.

Executive Assistant Responsibilities

Executive Support

• Provide high-level administrative support to senior leadership

• Manage complex calendars, scheduling internal and external meetings

• Coordinate logistics for meetings, including agendas, materials, and follow-ups

• Prepare briefing materials and ensure executives are prepared for meetings and events

• Draft, edit, and manage correspondence on behalf of executives

• Handle sensitive and confidential information with discretion

• Prepare and submit Executive’s expense report

Meeting & Communication Management

• Track meeting requests and ensure timely confirmation and scheduling

• Monitor outstanding invitations and proactively follow up when responses have not been received

• Ensure clear communication between executives and internal/external stakeholders

• Document key meeting notes and action items as needed

• Follow through on open tasks to ensure completion and accountability

Proactive Follow-Through

• Monitor open requests and pending items to ensure nothing falls through the cracks

• Identify when responses are delayed and initiate appropriate follow-up

• Maintain tracking systems for key initiatives and recurring meetings

• Anticipate scheduling conflicts or bottlenecks and resolve them in advance

Office Administrator Responsibilities

• Oversee day-to-day office operations for one of our NYC offices

• Assist in coordinating company meetings, team events, and offsites

• Support onboarding logistics for new employees

• Support the office Manager as needed on various tasks

• Serve as a point of contact for general office inquiries

Qualifications

• 5+ years of experience in an Executive Assistant, Administrative, or similar role

• Experience supporting senior-level leadership preferred

• Strong familiarity with calendar management tools and productivity platforms (Google Workspace, Microsoft Office, project management tools, etc.)

• Exceptional organizational and time-management skills

• Demonstrated ability to follow through on tasks and ensure completion

• Strong written and verbal communication skills

• Ability to prioritize and manage multiple responsibilities simultaneously

• High level of professionalism and discretion

Key Competencies

• Proactive mindset and anticipation of needs

• Strong follow-up and accountability

• Systems-oriented thinking

• Detail-oriented and highly organized

• Strong interpersonal skills

• Problem-solving ability

• Adaptability in a fast-paced environment

Compensation

The anticipated base salary range for this position is $80,000 – $90,000 annually. Actual compensation will be determined based on experience, skills, and internal equity. This role may also be eligible for discretionary bonus and benefits.

Equal Employment Opportunity

We are an Equal Opportunity Employer. We are committed to fostering an inclusive workplace and do not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, veteran status, genetic information, or any other protected characteristic under applicable law.