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

1+ 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.