Executive Assistant and Office Manager

Concourse•New York, NY

4d•$80,000 - $100,000•Onsite

About The Position

As Executive Assistant to the CEO and Office Manager at Concourse, you will help ensure the CEO’s time is focused on high-value work and the New York office runs smoothly. You will manage the CEO’s calendar, travel and follow-ups, and oversee office operations, including vendors, supplies and team events. The role calls for strong instincts, anticipating needs and handling them proactively, along with using AI tools to work efficiently. The position is in person five days per week in New York City. Concourse builds software for state and local governments and describes itself as an AI-native company with a flat team of generalists who own client relationships and manage long-horizon AI agents.

Requirements

At least 2 years of experience as an executive assistant, operations coordinator or office manager; ideally at a fast-growing startup.
Experience supporting recruiting or scheduling, booking corporate travel, or planning events in New York City.
Strong organization and attention to detail, including managing multiple schedules and closing every loop.
Clear, warm written communication with candidates, vendors and teammates.
High technology fluency, including Google Workspace (Calendar, Gmail and Drive) and Slack.
Comfort using AI tools to improve work efficiency.
Ability to remain calm under pressure when plans change the same day.
Ability to work in person in New York City five days per week.

Nice To Haves

Experience with Ashby or another applicant tracking system.
Experience at a fast-growing startup.

Responsibilities

Manage the CEO’s calendar, schedule meetings, prevent conflicts and protect time for priorities.
Maintain the CEO’s to-do list, assign ownership for action items and ensure they are completed.
Book flights, hotels and ground transportation for the CEO and team, and send itineraries in advance.
Coordinate meetings and visits, including scheduling, materials and logistics.
Run day-to-day New York office operations, including lunch, snacks, coffee, supplies and building requests.
Serve as the main contact for the landlord, building management, cleaning and facilities vendors.
Manage door access, visitor check-in and deliveries.
Manage the company’s existing network of relationships.
Keep shared spaces organized and manage office projects such as furniture, phone booths and AV setup.
Track office equipment and supplies and reorder before items run out.
Coordinate onsite interviews with the hiring team and provide candidates with a smooth experience.
Help onboard new hires by arranging laptops, equipment, desk setup and their first day.
Plan team events, including venue searches and headcount, annual holiday dinners and offsites.
Celebrate birthdays, work anniversaries and team milestones.
Coordinate conference and trade show logistics, including registrations, hotels, calendar holds and shipping booth materials.
Assist with light finance tasks, including approving bills, tracking spend and organizing receipts.
Keep company documents and records organized and easy to find.