Executive Assistant, Office & Operations

F. Schumacher & Co. • New York, NY

65d • $75,000 - $80,000

About The Position

We are seeking a highly organized, proactive, and resourceful Executive Assistant & Office Coordinator to provide comprehensive administrative and operational support to senior leadership while ensuring the smooth running of the office. This hybrid role combines the strategic partnership responsibilities of an Executive Assistant, such as calendar management, executive communications, and confidential project support, with the day-to-day operational responsibilities of an Office Coordinator, ensuring that our team, office, and guests are supported at the highest level. The ideal candidate will be a strong communicator, thrive in a fast-paced environment, and bring a balance of professionalism, discretion, and approachability.

Requirements

• Bachelor’s degree preferred; high school diploma required.
• Minimum of 3 years of experience as an Executive Assistant, Office Coordinator, or similar administrative role.
• Strong organizational and time-management skills with proven ability to prioritize and meet deadlines.
• Exceptional interpersonal and communication skills—capable of interacting with executives, colleagues, and external partners at all levels.
• Demonstrated ability to manage confidential information with integrity and discretion.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and other productivity tools.
• High degree of ownership, accountability, and initiative; able to work independently and anticipate needs.
• Positive, professional, and approachable demeanor with a solutions-oriented mindset.

Responsibilities

• Provide high-level administrative support to senior executives, including calendar management, travel arrangements, expense reporting, and scheduling meetings.
• Prepare correspondence, presentations, reports, and other materials on behalf of executives.
• Serve as the first point of contact for internal and external stakeholders, handling inquiries with professionalism and discretion.
• Anticipate executive needs and proactively provide solutions, information, or resources.
• Coordinate and manage confidential projects, board materials, and leadership offsites.
• Manage daily office operations: answer phones, process mail, scan documents, order supplies, and maintain office systems.
• Ensure the office environment is welcoming, organized, and visually aligned with our brand for both employees and visitors.
• Serve as the first face of the office—greeting guests and maintaining a professional, friendly atmosphere.
• Partner with vendors, schedule repairs, process invoices, and oversee office-related budgets.
• Assist with planning and executing employee engagement activities (e.g., holiday parties, team-building events).
• Support onboarding logistics for new hires in coordination with HR.
• Collaborate with HR, Finance, and Operations to ensure smooth execution of company-wide initiatives.
• Assist with communications, event logistics, and coordination for cross-departmental projects.
• Adapt quickly to new systems, technologies, and business needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree