Office Manager and Executive Assistant

Findigs•New York, NY

6d•$80,000 - $110,000•Onsite

About The Position

Findigs is seeking a highly organized, proactive, and engaging Office Manager and Executive Assistant to serve as the operational backbone of their office and a trusted partner to their senior leadership. This role combines day-to-day office operations with support for the Executive team. The ideal candidate thrives in a fast-paced environment, anticipates needs, takes pride in a well-run office, and brings warmth and professionalism to every interaction.

Requirements

3+ years of experience in an office management, executive assistant, or operations role (combined experience a plus).
Proficient in using AI tools (like ChatGPT, Claude, etc) and automation platforms (like Slack Workflows) to manage repetitive administrative tasks and maximize executive output.
Experience supporting C-suite executives in a fast-paced environment.
Exceptionally organized with a strong sense of ownership; you follow through consistently to ensure nothing gets dropped.
Proactive and anticipatory; you spot problems and opportunities before anyone asks.
Warm, professional, and discreet; you navigate sensitive information and high-stakes situations with care and good judgment.
A clear, confident communicator (written and verbal) who can represent leadership with poise.
Comfortable context-switching between tactical to-dos and strategic executive support throughout the day.
A team player who genuinely enjoys creating a great environment for everyone around them.
Proficient with Google Workspace (Gmail, Calendar, Docs, Sheets) and Zoom.
Experience with travel booking, vendor management, and event coordination.
Familiarity with DocuSign or similar e-signature platforms.

Responsibilities

Serve as the primary point of contact and relationship manager for all office vendors, including catering & beverages, facilities & building services, and technology & telecommunications.
Own vendor renewals, issue resolution, and day-to-day communication to ensure service continuity and quality.
Be the go-to person for all office requests, questions, and day-to-day issues from the team.
Optimize and automate office request systems using AI-assisted ticketing or automated forms.
Coordinate office layout and moves to support team growth and reorganizations.
Partner with IT to procure laptops, monitors, and accessories for new and existing employees, and oversee the full order-to-delivery lifecycle.
Ensure office supplies are consistently stocked by monitoring inventory and placing timely orders.
Maintain Zoom Room conference setups, proactively monitor for issues, and troubleshoot A/V or connectivity problems.
Maintain a clean, organized, and welcoming office environment.
Manage visitor protocols, including sending Zoom invites, greeting guests, and guiding them appropriately.
Own package and mail management, including receiving deliveries, unpacking, and checking mail daily.
Administer keyfob and door access for all employees, keeping records current and onboarding new hires.
Maintain and replenish swag inventory for new employee welcome kits.
Track inventory and manage the team’s supply request form.
Receive and unload deliveries; stock the kitchen and refresh cabinets and refrigerator throughout the day and at the end of day.
Maintain and optimize schedules for the CEO and President using automation to resolve conflicts and intelligently prioritize their time.
Book travel arrangements (flights, hotels, ground transportation) for the Executive Leadership Team and other team members as requested.
Own company-wide recurring calendar invites, keeping them accurate and up to date.
Secure and coordinate conference room bookings for large or high-priority meetings.
Coordinate board meetings and board dinners scheduling with all relevant stakeholders.
Arrange reservations for team dinners and other company events.