Position Overview

The Executive Assistant/Office Manager provides administrative and project support to assigned Executive(s) or senior leaders. Collects and prepares information for discussions/meetings. Makes high-level contacts of a sensitive nature internally and externally. Exercises judgment and anticipates and self-manages the Executive's administrative needs and keeps day-to-day logistics (travel, expenses, calendar management, etc.) running flawlessly. Demonstrates an understanding of departmental priorities and anticipates needs based on business initiatives. Demonstrates business aptitude and sound judgement and takes appropriate action when direction isn't available.

In addition, the role involves management of a small (3 person) office, including establishing and maintaining key operations to ensure the site runs smoothly. May assist with project contracts, proposals, presentations; work collaboratively with other Group Admins to plan, coordinate and execute team, site and/or company-wide events; and interact with all organizational levels to gather information and complete projects.

Duties and Responsibilities

• Anticipate and self-manage the Executive's day-to-day administrative needs and keep details running flawlessly
• Manage or track team budget spending, expenses, headcount, assets, and space planning
• Provide calendaring and travel and expense support
• Responsible for execution of site and team events independently or in collaboration with other Departments, Group Admins and Exec Assistants
• Support onboarding of new hires to include ordering equipment/supplies, ensuring set-up of workspace, and providing training on administrative processes
• Demonstrate an understanding of departmental priorities and cadence and anticipate needs based on current business initiatives
• Demonstrate sound judgement to take effective action when direction isn't available
• Rely on exceptional organizational skills, attention to detail, and the ability to comfortably juggle priorities and changing direction to identify opportunities to reduce Executive's administrative tasks
• Maintain calendars, establish appointments, agendas, and meeting logistics; create presentations and other meeting documents; follow up on meeting deliverables as appropriate
• Independently manage projects big and small through to completion. Expertly navigate across the organization to align resources as needed
• Coordinate team event logistics including scheduling and calendaring, and day-of logistics such as meeting room reservations and setup, AV/Teleconferencing equipment, and catering. Anticipate meeting details such as agenda creation and document preparation
• Coordinate domestic and international travel arrangements (flights, cars, hotel, etc.) with keen attention to the details big and small. Record and reconcile expenses and submit for payment on a timely basis
• Perform work of a confidential and proprietary nature exercising discretion, professionalism, and confidentiality
• Establish and maintain key operations for small (3 person) NY-based office
• May review and approve invoices and account reconciliation
• Manage vendors/employees responsible for restocking of snacks, drinks, and supplies
• Manage badges and reception area
• Manage incoming and outgoing courier and other packages or mail as required
• Assist with space planning and office or cubicle assignments
• Perform other facility management assignments as described by team and manager
• Understand the rhythm of the business and milestones to plan events and meetings, anticipate spend, and provide support based on the business needs at the time most effective
• Rely on exceptional organizational skills, attention to detail, and the ability to comfortably juggle priorities and changing direction

Qualifications

• BS/BA degree preferred, but not required
• 10+ years of related administrative and executive support experience
• Advanced proficiency in Microsoft Office suite including Excel (pivot tables and lookups), PowerPoint (presentation creation), Word (table creation, complex documents), Outlook (complex internal and external calendaring), and SharePoint
• Experienced independently developing action plans and processes
• Highly organized with the ability to problem-solve independently
• Strong project management skills and the ability to navigate across the organization to align resources
• Extensive experience handling domestic/international travel arrangements
• Demonstrated ability to work independently and effectively with strong organizational skills, accuracy, and attention to detail
• Highly effective verbal, written, and interpersonal communication skills to handle various interactions including sensitive and confidential situations
• Discretion in handling confidential information, and professionalism in dealing with professionals inside and outside the company
• Ability to manage multiple tasks and balance competing short and longer-term priorities

Working Conditions

• Ability to work flexible hours (early a.m., occasional weekend hours, etc.) when needed.

Compensation

Salary Range: $78,600 - $118,000

Other compensation elements include:

• equity grant
• bonus eligible