Executive Assistant

Gamer's Choice•Long Island, NY

43d•Onsite

About The Position

This is not a calendar-only assistant role. We are looking for the person who runs the operating system behind Gamer's Choice’s three partners. You will be the connective tissue between the partners and everything moving around them. You will own their time, protect their focus, track what they’ve committed to, and chase down the updates they need. You will also handle travel, vendors, office logistics, events, and the occasional errand. The right person is unusually organized, comfortable holding senior leaders accountable to their own deadlines, discreet with confidential information, and genuinely enjoys being the person who makes everything else work.

Requirements

5+ years supporting senior executives, founders, or business owners; experience supporting multiple principals strongly preferred.
Demonstrated ownership of complex calendars, travel, and expense management with minimal oversight.
Experience in a fast-growing small or mid-size business where the role scope changed as the company scaled.
Proven ability to track projects and follow up with people more senior than you until items are closed.
Proficiency with Google Workspace and comfort building and/or maintaining a workspace tool such as Notion, ClickUp, Asana, or Monday.
High school diploma required

Nice To Haves

Experience coordinating office operations, vendors, and facilities is strongly preferred.
Prior exposure to recruiting coordination or onboarding logistics is a plus.
Bachelor’s degree preferred.
Interest in gaming, trading card games, or collectibles is a plus, but not required.

Responsibilities

Maintain a live Founder Priorities list per principal (top quarterly priorities, active projects, key relationships) and a decision log tracking what was decided, by whom, and when it goes live, flagging anything decided but not yet implemented.
Own the leadership cadence: run a weekly time vs. priorities review and schedule/prep quarterly and annual planning days, offsites, and strategy reviews.
Own and defend all three principals' calendars, triaging what needs a principal versus a functional leader.
Build agendas and pre-reads for recurring leadership meetings, attend to capture notes and action items, and distribute recaps within 24 hours, tracking items to closure.
Prepare daily and weekly briefings on what's due, slipping, or needs a decision, and manage renewals, deadlines, and follow-ups.
Monitor and triage inboxes, draft and send routine correspondence, and make outbound calls to vendors and service providers.
Serve as first point of contact for external inquiries to leadership and maintain contact records for key partners, vendors, and distributors.
Maintain a master tracker of active initiatives, owners, and status.
Collect updates from Finance, HR, Marketing, Sales, Warehouse, and Live Stream on a set cadence, consolidate into a leadership summary, flag stalled items and dependencies, and prepare recurring reporting packets.
Coordinate recruiting logistics for roles reporting into the principals (postings, screening, interview scheduling), maintain a candidate tracker, and run onboarding checklists for hires working closely with the principals.
Build and own a single Leadership Hub (Notion, ClickUp, or equivalent) linking meeting notes, the initiative tracker, key metrics, and contacts, keeping it accurate and current.
Maintain organized file structures, document recurring processes for coverage during absences, and administer leadership-level tool access.
Conduct research on request (vendors, software, competitors, market questions, event options, candidates) and compile findings into decision-ready summaries with a clear recommendation.
Gather background ahead of external meetings and assist with light data pulls.
Coordinate all business travel and trade show/convention logistics, manage expense reports for all three principals, coordinate company events and offsites, and book dinner reservations for partner and client meetings.
Manage vendor relationships (cleaning, HVAC, IT, security, waste, utilities) and coordinate repairs through to completion.
Track service contract renewals, handle mail and packages, maintain office supplies, manage building access and visitors, and serve as on-site logistics point for the new store opening.
Manage personal calendars, reservations, and errands as delegated, with absolute discretion on all confidential matters.