Executive Assistant & Office Manager

Blueland•New York, NY

23d•$85,000 - $110,000•Onsite

About The Position

Blueland is seeking a highly organized, proactive, and detail-oriented Executive Assistant & Office Manager to support the company’s two Co-Founders and ensure its New York City office operates smoothly, efficiently, and professionally. Reporting to the Chief of Staff, the role combines hands-on office management with executive and administrative support. The ideal candidate is a resourceful self-starter who works independently, anticipates needs, maintains an exceptionally organized and welcoming workplace, and seeks opportunities for continuous improvement. This is a full-time, fully in-person role based in Blueland’s New York City office, five days per week. The salary range is $85,000–$110,000 per year. Blueland creates cleaning products in tablet or powder formats with compostable or recyclable packaging, aiming to eliminate single-use plastic. The company describes its work as mission-driven and holds environmental and product standards through certifications including Cradle to Cradle, EPA Safer Choice, USDA BioPreferred, Leaping Bunny, EWG Verified, Climate Neutral, and B Corp Best for the World.

Requirements

At least 3 years of progressive administrative experience supporting senior-level managers, directors, or executive leadership.
Resourcefulness and a solutions-focused approach, including the ability to identify and address issues before they escalate.
Strong written and verbal communication skills.
Exceptional organizational skills, attention to detail, and follow-through.
A proactive approach and willingness to contribute beyond the defined scope of the role.
Strong experience with calendar management, travel coordination, and expense reporting.
Ability to juggle multiple priorities in a fast-paced environment.
Experience managing competing responsibilities in professional, academic, caregiving, hospitality, household, volunteer, or small business environments.
Interest in using AI and automation tools to improve the speed and quality of day-to-day work.
Proficiency in Google Workspace, Slack, Notion, and expense management systems.
Genuine enthusiasm for and alignment with Blueland’s mission to eliminate single-use plastic.

Responsibilities

Strategically manage the Co-Founders’ calendars, resolve scheduling conflicts, and align their time with business priorities.
Coordinate logistics for internal and external meetings, including rooms, video conferencing, A/V, catering, agendas, and materials.
Track commitments, deadlines, and follow-ups to ensure action items are completed on time.
Assist with travel planning and logistics, including flights, hotels, transportation, itineraries, and reservations.
Prepare and submit expense reports, reconcile receipts, process reimbursements, and maintain administrative documentation.
Prioritize Blueland’s mission and sustainability standards when researching and selecting vendors, restaurants, accommodations, and gifts.
Handle sensitive business, financial, and personal information with discretion and sound judgment.
Use technology, AI, and automation tools to streamline administrative workflows, including scheduling, inbox management, meeting recaps, and follow-ups.
Manage ad hoc administrative projects and identify opportunities to improve processes and operational efficiency.
Oversee the office’s organization, appearance, and functionality, conducting regular walkthroughs of conference rooms, common areas, kitchens, workstations, and storage areas.
Manage office and kitchen supplies, snacks, beverages, and recurring needs; monitor inventory and reorder proactively.
Serve as the primary point of contact with building management, coordinate repairs and maintenance through resolution, and manage emergency procedures, office notices, and building communications.
Manage office vendors and recurring service providers, support vendor onboarding, route invoices for approval and payment, and track spending against budget to identify savings opportunities.
Receive, sort, and distribute mail, packages, and deliveries; coordinate courier pickups; and run occasional business-related errands.
Ensure office products, practices, and vendors reflect Blueland’s sustainability standards.
Partner with the People + Culture team to prepare workstations, equipment, and supplies for new hires and support employees with office logistics and day-to-day needs.
Identify and implement improvements to office systems, organization, processes, and the employee experience.