Executive & Team Administrator

Bluefish AI • New York, NY

6d • Hybrid

About The Position

We are looking for a highly organized, proactive, and people-first Executive & Team Administrator to be a key operational backbone of our company. Reporting directly to the COO, this role blends executive support with broad company-wide administration — from keeping our leadership running smoothly to creating a welcoming environment for new hires and planning events that bring the team together.

Requirements

• 4–7 years of experience in an executive assistant, chief of staff, or operations/admin role, ideally at a fast-growing startup
• Proven ability to support C-suite executives in a fast-paced, high-growth environment
• Experience managing office operations and leading cross-functional coordination
• Exceptional organizational skills with a strong ability to multitask and prioritize effectively
• Strong written and verbal communication skills
• High emotional intelligence, with the ability to anticipate needs and read between the lines
• Proficiency with modern tools (e.g., Microsoft Office, Slack, Teams, etc.)
• High level of discretion, integrity, and professionalism
• Comfortable in a fast-paced, constantly evolving environment
• NYC-based or willing to commute regularly to our NYC office (hybrid work environment)

Nice To Haves

• Experience supporting fundraising, investor relations, or board communications
• Passion for tech, startups, and entrepreneurial environments
• Event coordination or operations experience

Responsibilities

• Manage and maintain the COO and other C-Suite's calendar, scheduling, and prioritization of meetings and commitments
• Prepare agendas, briefing materials, and follow-up notes for leadership meetings
• Coordinate travel arrangements, itineraries, and expense reporting for the COO and other C-Suite individuals
• Act as a trusted liaison between the leadership team and internal teams, ensuring timely communication and follow-through
• Handle confidential information with discretion and professionalism
• Draft and proofread correspondence, presentations, and internal communications on behalf of the COO and other C-Suite
• Oversee day-to-day office operations to ensure a productive, organized, and welcoming workplace
• Manage vendor relationships, office supply inventory, and facility coordination
• Serve as the primary point of contact for building management, IT support coordination, and office service providers
• Develop and maintain office policies, procedures, and operational workflows
• Manage office budget and track expenditures related to facilities and operations
• Coordinate and execute a seamless onboarding experience for all new hires from offer acceptance through their first 30 days
• Prepare onboarding schedules, welcome packages, and first-day logistics including desk setup, equipment, and system access
• Partner with HR, IT, and department leads to ensure all onboarding touchpoints are completed on time
• Serve as the primary point of contact for new employees during their onboarding period, answering questions and providing guidance
• Continuously improve the onboarding process based on new hire feedback and company growth
• Plan, coordinate, and execute company-wide events including town halls, team offsites, holiday celebrations, and milestone events
• Manage event logistics including venue sourcing, catering, vendor management, and on-site coordination
• Partner with People/HR team to support culture initiatives and employee engagement programs
• Manage event budgets and ensure high-quality experiences within defined parameters
• Support broader company initiatives and special projects as directed by leadership team and business operations
• Maintain and organize company-wide shared resources, documentation, and internal communication channels
• Assist with board meeting preparation, investor communications logistics, and leadership team coordination
• Identify opportunities to streamline administrative processes and implement scalable solutions

Benefits

• AI marketing platform for the Fortune 500
• Unique opportunity to join on the ground floor of a fast-moving startup building at the center of AI
• Tackle challenging and abstract problems while disrupting the $300BN legacy mar-tech industry
• Join an experienced high-performing team where you will have immediate ownership and impact
• Experience a true meritocracy with significant career growth upside as the business scales

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed