Executive Assistant/Office Manager

Prophet•New York, NY

18h•Onsite

About The Position

Prophet's New York office is our largest and most dynamic, a 100+ person team with a constant hum of client activity and people who move fast and take real pride in the work. We're looking for an Office Manager / Executive Assistant (OM/EA) who thrives in that kind of environment: someone who genuinely loves a well-run, great-feeling office and brings energy and polish to everything they touch. This is a dual role. On the OM side, you're the person who makes sure the office itself is running at its best: client-ready, event-ready, and a place the team is genuinely glad to show up to every day. On the EA side, you'll provide direct executive support to a select few leaders, and providing coverage for other EAs when needed. The Flatiron office hosts clients weekly and holds corporate events regularly so the bar for the office experience is high, and you'll be central to maintaining it. The office is growing, the work is interesting, the people coming through the door range from new hires to C-suite clients, and no two weeks look the same. If that sounds exciting, we'd love to hear from you. This is an in-office role, five days a week at our New York location in the Flatiron district.

Requirements

Undergraduate degree with 2+ years administrative experience in a consulting, creative services or hospitality OR 4+ years of administrative experience.
Excellent communication and interpersonal skills — You’re equally comfortable chatting with a new hire on their first day and a CEO client coming in to meet with our project teams.
Ability to pinpoint problems, find creative solutions and make decisions.
Strong organization and time management skills.
A genuine love of people and a belief that a great office environment makes a real difference.
Comfort with ambiguity and the ability to adapt, flex and change directions given circumstances, understanding the ever-changing world of business.
Strong proficiency in MS Office, particularly Outlook calendar and scheduling management across multiple stakeholders and time zones.
Proactive self-starter approach with the ability to work independently and maintain a high level of autonomy.
Comfort with occasional physical tasks such as handling office supplies, packages, and event setup.

Responsibilities

Manage day-to-day office operations and experience to ensure a professional, functional, and enjoyable workplace.
Serve as the first face people see: greeting guests, orienting new hires, and making sure the space always feels professional and lived-in.
Manage day-to-day operations: facilities, supplies, office equipment, and vendor relationships.
Manage and track office budgets with discipline and accuracy.
Own daily opening and closing procedures so the office is always at its best.
Assist with the planning and execution of office social and culture events that keep the team connected.
Coordinate meeting room reservations and logistics (incl. catering, AV, set up/clean up, supplies, document production).
Send weekly team communications about upcoming events, visitors, and office happenings.
Own complex, high-volume calendar management across a few select leaders: coordinating across time zones, resolving conflicts proactively, and keeping everyone where they need to be.
Coordinate domestic and international travel through our dedicated travel agency.
Prepare and submit accurate expense reports and timesheets in a timely manner.
Support meeting logistics including scheduling, document preparation, and follow-up coordination.
Serve as a reliable, responsive point of contact for internal and external stakeholders on behalf of leadership.
Own end-to-end logistics for client meetings and events: room setup, catering coordination, AV/tech readiness, printed materials, and post-meeting breakdown.
Serve as the on-site point of contact during client visits, ensuring the space is polished, prepared, and reflective of Prophet's standard.
Collaborate with the People Team on candidate interview logistics, including scheduling, space coordination, and candidate-facing hospitality.
Support leadership in preparing for high-visibility meetings, including pre-meeting briefings, room readiness checks, and any materials or setup needed.