Executive Assistant & Office Manager

Blueland•New York, NY

13d•$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 the office operates smoothly, efficiently, and professionally. Reporting to the Chief of Staff, this role combines hands-on office management with executive and administrative support. The ideal candidate maintains an exceptionally organized and welcoming workplace, anticipates needs, works independently, and continuously improves processes. This is a full-time position based in Blueland’s New York City office, working in person five days per week. The salary range is $85,000–$110,000 per year.

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 organization, attention to detail, and follow-through.
Proactive approach and willingness to contribute beyond the scope of the role.
Strong calendar management, travel coordination, and expense reporting experience.
Ability to manage multiple competing 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 executive time with business priorities.
Coordinate internal and external meeting logistics, 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 related documentation.
Consider 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 such as 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 day-to-day organization, appearance, and functionality, keeping conference rooms, common areas, kitchen spaces, workstations, and storage areas clean and professional.
Manage office and kitchen supplies, snacks, beverages, and recurring needs; monitor inventory and reorder proactively.
Serve as the primary contact for building management; arrange repairs and maintenance, coordinate emergency procedures, and manage office notices and building communications.
Manage office vendor relationships and recurring services, onboard vendors, route invoices for approval and payment, and track office spending against budget.
Receive 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 new-hire workstations, equipment, and supplies; assist employees with office logistics and day-to-day needs.
Identify and implement improvements to office systems, organization, processes, and the employee experience.