Executive Administrator

Freeman•Sparks, NY

2d•Hybrid

About The Position

This role is a dual-capacity position that balances day-to-day office administration for the New York City office (25+ regular in-office employees) with executive-level administrative and operational support for the EVP Events & Experiences. The role serves as a central connector for the New York City office—supporting culture, internal events, onboarding, and employee experience—while also acting as a trusted administrative partner to senior leadership. This person will work a hybrid schedule based out of our office in Lower Manhattan.

Requirements

Bachelor's degree preferred, or equivalent combination of education and experience.
2-4 years of experience supporting executives, leaders, or departments in an administrative capacity.
Experience managing calendars, travel arrangements, expense reporting, and meeting coordination.
Proficiency in Microsoft Office Suite, Google Workspace, and collaboration tools.
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Excellent written, verbal, and interpersonal communication skills.
Strong attention to detail and commitment to accuracy.
Ability to maintain confidentiality and handle sensitive information with discretion.
Customer-focused mindset with the ability to build positive working relationships across all levels of the organization.
Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

Provide administrative support to the EVP, Event & Experience.
Manage calendars, schedule meetings, and coordinate appointments across multiple stakeholders.
Arrange domestic and international travel, including itineraries, accommodations, and transportation.
Prepare and submit expense reports and administrative documentation in accordance with company policies.
Coordinate meeting logistics, assemble materials, prepare agendas, and track follow-up action items.
Assist with preparation of presentations, reports, correspondence, and other business documents.
Monitor and respond to routine requests on behalf of the executive as directed.
Maintain confidentiality when handling sensitive business and personnel information.
Serve as a primary administrative point of contact for the New York office.
Coordinate office operations, including supplies, deliveries, facilities requests, and vendor support.
Assist with new hire onboarding activities, workspace setup, and office orientation in partnership with Human Resources.
Help maintain a professional, organized, and welcoming office environment.
Support internal communications and distribute office updates as needed.
Coordinate logistics for employee engagement activities, team meetings, and office events.
Provide administrative support for culture-building initiatives and volunteer-led employee programs.
Assist with planning and execution of leadership visits, team gatherings, and special office activities.
Coordinate conference room scheduling, catering, meeting logistics, and visitor accommodations.
Partner with Human Resources, IT, Facilities, Finance, and Operations teams to address office and administrative needs.
Maintain departmental records, filing systems, and administrative documentation.
Support data entry, reporting, document management, and process administration as needed.
Assist with special projects and administrative initiatives assigned by leadership.
Provide occasional flexibility in support of business needs, meetings, or events.