Office Manager; Executive Assistant

Requirements

• 3+ years of experience in an office management, executive assistant, or operations role (combined experience a plus)
• You have a "work smarter" mindset and are proficient in using AI tools (like ChatGPT, Claude, etc) and automation platforms (like Slack Workflows) to manage repetitive administrative tasks and maximize executive output
• Experience supporting C-suite executives in a fast-paced environment
• Exceptionally organized with a strong sense of ownership; you follow through consistently to ensure nothing gets dropped
• Proactive and anticipatory; you spot problems and opportunities before anyone asks
• Warm, professional, and discreet; you navigate sensitive information and high-stakes situations with care and good judgment
• A clear, confident communicator (written and verbal) who can represent leadership with poise
• Comfortable context-switching between tactical to-dos and strategic executive support throughout the day
• A team player who genuinely enjoys creating a great environment for everyone around them
• Proficient with Google Workspace (Gmail, Calendar, Docs, Sheets) and Zoom
• Experience with travel booking, vendor management, and event coordination
• Familiarity with Docu Sign or similar e-signature platforms

• We are looking for a highly organized, proactive, and engaging Office Manager and Executive Assistant to be the operational backbone of our office and a trusted partner to our senior leadership
• This is a hands-on, high-visibility role that blends day-to-day office operations with support for our Exec team
• If you thrive in a fast-paced environment, anticipate needs before they arise, take pride in a well-run and engaging office, and bring warmth and professionalism to every interaction, we’d love to hear from you!
• Office Operations — Vendor Management:
• Serve as the primary point of contact and relationship manager for all office vendors, including:
• Catering & beverages:
  Zerocater, Bevi, Fresh Direct
• Facilities & building services: HVAC, building crew, cleaning company, security system
• Technology & telecommunications: IT vendors, Verizon
• Own vendor renewals, issue resolution, and day-to-day communication to ensure service continuity and quality
• Office Operations — Logistics & Facilities:
• Be the go-to person for all office requests, questions, and day-to-day issues from the team
• Optimize and automate office request systems; move beyond manual tracking by using AI-assisted ticketing or automated forms to streamline employee requests, inventory alerts, and supply replenishment
• Coordinate office layout and moves to support team growth and reorganizations
• Partner with IT to procure laptops, monitors, and accessories for new and existing employees, and oversee the full order-to-delivery lifecycle
• Ensure office supplies (kitchen, bathroom, general) are consistently stocked by monitoring inventory and placing timely orders, including weekly grocery orders
• Maintain Zoom Room conference setups; proactively monitor for issues and troubleshoot A/V or connectivity problems
• Maintain a clean, organized, and welcoming office environment throughout the day; tidy common areas, run and empty the dishwasher as needed
• Manage visitor protocols: send Zoom invites, greet all guests, and guide them appropriately
• Own package and mail management; receive deliveries, unpack and break down boxes, dispose per building rules, and check mail daily
• Administer keyfob and door access for all employees, keeping records current and onboarding new hires
• Maintain and replenish swag inventory for new employee welcome kits
• Track inventory and manage the team’s supply request form
• Receive and unload deliveries; stock the kitchen and refresh cabinets and refrigerator throughout the day and at the end of day
• Executive Support:
• Maintain and optimize schedules for the CEO and President using automation to resolve conflicts and intelligently prioritize their time while building the scalable frameworks necessary to support an expanding executive bench
• Book travel arrangements (flights, hotels, ground transportation) for the Executive Leadership Team and other team members as requested
• Own company-wide recurring calendar invites, keeping them accurate and up to date
• Secure and coordinate conference room bookings for large or high‑priority meetings
• Coordinate board meetings and board dinners scheduling with all relevant stakeholders
• Arrange reservations for team dinners and other company events