Business Services Executive Assistant

Character Bio•Jersey City, NJ

46d•$110,000 - $135,000•Onsite

About The Position

We are seeking a highly organized, proactive, and resourceful Business Services Executive Assistant to provide high-level support to members of our C-Suite while also overseeing day-to-day office management responsibilities for our New Jersey City HQ (approx. 15 people). This dual-role position is ideal for someone who thrives in a fast-paced, dynamic environment, balancing executive-level priorities with operational needs that keep our workplace running smoothly. This role requires a minimum of 3 days/week onsite in our Jersey City office, including Mondays, Wednesday and at least one other weekday. Some weeks may require 5 days/week onsite presence depending upon meeting and events schedules. You are highly organized, detail-oriented, and thrive in an environment where no two days look the same. You anticipate needs before they arise and take initiative to solve problems quickly and efficiently. You demonstrate good judgment in selecting methods and techniques for obtaining solutions and escalating issues. Confidentiality and discretion come naturally to you, and you’re comfortable supporting executives on sensitive matters while maintaining professionalism at all times. You balance a polished, executive-facing presence with a hands-on, “roll up your sleeves” approach to office operations. You are resourceful, adaptable, and able to prioritize competing demands. Building strong relationships comes easily to you, whether you’re partnering with leadership, managing vendors, or helping colleagues across the company. Above all, you’re someone who takes pride in creating a smooth, organized, and positive work environment for the entire team.

Requirements

5+ years of experience as an Executive Assistant to C-suite, Office Manager, or similar role, ideally supporting senior leadership.
Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
Strong communication skills (written and verbal) and a high level of professionalism.
Knowledge of safety and security procedures within the workplace
Proven ability to negotiate with vendors and manage budgets effectively
Proficiency with Microsoft Office Suite, Google Workspace, and other productivity tools; experience with Expensify a plus.
Ability to anticipate needs, take initiative, and solve problems independently.
Discretion in handling sensitive information.

Responsibilities

Provide direct administrative support to the company’s 4 C-suite executives, including heavy calendar management, travel coordination, meeting preparation, and expense reporting.
Draft and edit correspondence, presentations, and reports on behalf of executives.
Prepare board materials, take meeting minutes, and follow up on action items.
Act as a gatekeeper, prioritizing requests and ensuring executives’ time is managed efficiently.
Handle confidential information with discretion and professionalism.
Oversee daily office operations, organization and service offerings
Serve as point of contact for all workplace-related issues and address employee concerns promptly
Manage relationships and coordination with vendors, building management, and office service providers
Oversee visitor registration and provide logistics and planning support for guest visits
Manage office supplies, kitchen restocking, equipment, mail and deliveries, and facilities needs, including space planning and employee gifts
Manage office budgets and track expenses related to supplies, vendors, and facilities
Coordinate onsite events, lunches, meetings and team-building activities
Oversee workplace cleanliness and maintenance
Ensure the workplace is compliant with all safety standards and regulations
Support Finance with expense and reimbursement reconciliation via Expensify
Partner with HR on new hire onboarding, providing workplace safety tour (Jersey City), and ensuring all new hires have what they need to feel supported in their new role
Support HR with team adherence to workplace policies
Support for other HR & Operations tasks as needed