Administrative Assistant

Bombas•New York, NY

86d•$60,000 - $70,000•Hybrid

About The Position

Bombas is seeking a highly organized, proactive, and service-oriented Administrative Assistant to join their Executive Support team. This temporary, full-time role will support 2-4 senior leaders, playing a crucial part in their operational effectiveness. The ideal candidate will have over 3 years of administrative or executive support experience and thrive in a fast-paced, cross-functional environment. Responsibilities include managing complex calendars, coordinating travel and expenses, preparing meeting materials, and providing in-office support. The role operates within a coordinated Executive Support function, emphasizing collaboration, shared standards, and continuous improvement. While initially a 9-month assignment, there is potential for the role to become permanent based on performance and business needs. This is an opportunity to gain exposure to senior leadership and grow within a high-performing team.

Requirements

3+ years of administrative or executive support experience
Proficiency in key technology; including GSuite, Zoom, Slack, and similar tools
Highly organized and manage competing priorities with attention to detail.
Proactive and think ahead to anticipate needs and logistics.
Communicate clearly and professionally with executives and their teams.
Build positive, collaborative relationships across the organization.
Handle sensitive information with discretion and sound judgment.
Stay calm and adaptable when plans change.
Take responsibility for your work and follow through reliably.
Look for practical ways to improve processes within your scope.
Belief in our mission and understand the importance of giving-back
Inquisitive, love to learn, embrace failure, and never give up
Comfortable working in an open office environment while staying focused

Responsibilities

Manage complex executive calendars aligned to business priorities, maintaining proactive calendar hygiene, protecting focus time, anticipating conflicts, and coordinating internal and external scheduling with professionalism.
Track executive action items and support follow-through.
Prepare briefing materials for critical meetings, ensuring leaders are informed and prepared.
Attend select meetings to capture notes and support follow-up on key decisions.
Build strong working relationships across the organization to stay informed on cross-functional priorities and support thoughtful scheduling decisions.
Maintain regular communication with executives’ direct reports and key stakeholders to stay aligned on evolving priorities and adjust schedules as needed.
Coordinate travel logistics and prepare executive-ready itineraries.
Support executive expense reporting process, ensuring timely reconciliation.
Deliver polished in-office support as needed: preparing rooms and materials, coordinating food and beverage, greeting guests, executing time-sensitive errands, and managing last-minute logistical needs with professionalism and urgency.
Handle sensitive business matters with discretion and sound judgment.
Utilize and remain accountable to established service standards for responsiveness, turnaround time, meeting preparation, travel logistics, communication norms, and in-office execution to ensure consistent support.
Maintain and contribute to centralized documentation, executive preference guides, and cross-training efforts to ensure continuity and seamless cross-executive coverage.
Adapt and evolve shared tools, templates, and workflows designed to increase consistency and efficiency.
Leverage AI tools and technology to improve processes and workflow speed.
Contribute ideas for practical improvements to processes, tools, and documentation.