Office Manager and Personal Assistant to CEO

Advatix, Inc. • New York, NY

4d • $85,000 - $115,000 • Hybrid

About The Position

Our Client is seeking an Office Manager and Personal Assistant to the CEO to ensure the smooth day-to-day operation of the office while providing high-level executive support to the CEO. This role will spend approximately 40% of its time managing office operations and 60% providing executive support. The successful candidate will oversee office operations, vendor relationships, workplace experience, executive scheduling, travel, communications, meetings, and special projects. This is an opportunity for a highly organized and dependable professional to serve as a trusted partner to the CEO while working across the organization in a fast-paced technology environment. The ideal candidate will be comfortable managing multiple priorities, handling confidential information, and stepping in wherever needed to keep the office and executive operations running smoothly.

Requirements

• Minimum 3 to 7 years of experience working as an Office Manager, Executive Assistant, Personal Assistant, or in a comparable administrative role.
• Demonstrated track record of directly supporting C-suite executives.
• Broad administrative experience across project coordination, calendar management, travel operations, office administration, meeting support, and executive communications.
• Experience managing multiple priorities and responsibilities simultaneously in a fast-paced environment.
• Experience handling confidential and sensitive information with discretion.
• Proficiency with Microsoft 365.
• Proficiency with Google Workspace.
• Strong working knowledge of Slack and Zoom.
• Ability to quickly learn and effectively use new workplace and administrative tools.
• Exceptional organization and time-management skills.
• Strong attention to detail and follow-through.
• Ability to prioritize competing demands and manage multiple deadlines.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Proactive, dependable, and highly responsive.
• Comfortable operating with limited direction and taking ownership of responsibilities.
• Willingness to provide ad-hoc support when necessary, including responding to unexpected travel or scheduling issues.
• Demonstrated professional experience directly supporting C-suite executives is required.

Nice To Haves

• Experience working in a high-growth technology company or similarly fast-paced environment.
• Experience in a role requiring significant versatility and the ability to wear multiple hats.
• Background in fast-paced operational environments such as event management, hospitality, restaurant coordination, or similar settings.
• Bachelor's degree.

Responsibilities

• Manage the day-to-day operations of the office and ensure a productive, organized, and welcoming workplace.
• Manage relationships with office vendors and service providers.
• Oversee office supplies, facilities, security, maintenance, and workplace experience.
• Coordinate office onboarding logistics for new employees.
• Organize and coordinate office events and activities.
• Coordinate visitors and provide executive-level hospitality.
• Maintain organized office filing systems and records.
• Support other office-related initiatives and responsibilities as needed.
• Manage the CEO's complex calendar and meeting schedule, ensuring priorities are effectively organized.
• Coordinate domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• Respond to and prioritize correspondence and communications on behalf of the CEO.
• Prepare meeting agendas, presentations, briefing materials, and other executive documents.
• Attend meetings, take accurate minutes, and track follow-up actions and deliverables.
• Process expenses, approvals, and related administrative documentation.
• Support Board meetings and executive leadership meetings.
• Maintain executive records and confidential information with a high level of discretion.
• Coordinate executive visitors, meetings, and hospitality.
• Provide responsive support when unexpected situations arise, including travel disruptions or last-minute schedule changes.
• Partner with teams across the organization on special projects and strategic initiatives.
• Perform additional administrative and executive support duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree