Office Manager ​/ Executive Assistant

About the Role

We are looking for a highly organized, proactive, and resourceful Office Manager / Executive Assistant to support our team and help keep the company operating smoothly. This role is designed to make the executive team at least 20% more efficient by taking ownership of administrative, scheduling, coordination, and office support responsibilities across the business.

This person will provide direct support to the CEO, as well as leaders across Finance, Revenue, Science, and People. The ideal candidate is someone who thrives in a fast-paced environment, enjoys being the person who keeps things moving, and is comfortable jumping in wherever needed.

This is a highly visible, in-office role 5 days a week at Newlab in Brooklyn. The right person will bring strong judgment, attention to detail, a service-oriented mindset, and the ability to manage competing priorities with professionalism and follow-through.

• Provide day-to-day administrative support to the CEO and executive leadership team.
• Manage complex calendars, schedule meetings, and proactively resolve scheduling conflicts.
• Coordinate internal and external meetings, including preparation, logistics, follow-up, and rescheduling as needed.
• Book travel, accommodations, transportation, and related logistics for executives and team members (as needed).
• Support conference attendance, speaking engagements, customer visits, investor meetings, and other external events.
• Help route inquiries, requests, and communications to the appropriate internal stakeholders.
• Prepare, ship, or mail samples, materials, swag, documents, or other items as needed.
• Assist with expense tracking, reimbursements, vendor coordination, and basic administrative processes.

• Serve as the primary point of contact for day-to-day office needs.
• Coordinate with building management, vendors, visitors, and internal team members as needed to facilitate in office meetings.
• Manage office supplies, swag, mail, shipments, and general office logistics.
• Support team lunches, onsite meetings, company gatherings, and visiting employee or guest experiences.
• Help create a positive and productive in-office environment for employees and leadership.
• Support the monthly all-hands meeting, including logistics, scheduling, room setup, materials, and follow-up.

• Support the People/HR team with recruitment coordination, including interview scheduling, candidate communication, and onsite interview logistics.
• Assist with onboarding logistics for new hires, including welcome materials, first-day coordination, system updates, and company trainings.
• Support offboarding logistics, including equipment coordination, documentation, and internal checklists.
• Help plan and facilitate company events, team-building activities, celebrations, and employee engagement initiatives.
• Assist with basic updates in the HR system, including employee information, PTO tracking, and administrative changes.
• Support PTO administration, reminders, and employee questions in partnership with the People team.
• Help maintain employee-facing documents, trackers, and internal resources as needed.

• 2–5+ years of experience in an administrative, office management, executive assistant, people operations, recruiting coordination, or similar role.
• Experience supporting executives, senior leaders, or fast-moving teams.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, deadlines, and stakeholders at once.
• High degree of professionalism, discretion, and sound judgment.
• Comfortable handling confidential information.
• Proactive and solutions-oriented, with the ability to anticipate needs before being asked.
• Strong follow-through and ownership mentality.
• Comfortable working in a fast-paced, early-stage, or evolving company environment.
• Positive, helpful, and calm under pressure.
• Proficiency with tools such as Google Workspace, Slack, calendar systems, and basic project management tools.
• Willing and able to work onsite at Newlab in Brooklyn 5 days per week.