Office Manager / Executive Assistant

CloserStill Media • New York, NY

4d • Hybrid

About The Position

We are seeking a motivated, highly organized, and eager-to-learn Office Manager / Executive Assistant to join our team. This role will work directly with the President of North America and support our New York City office operations. The ideal candidate is proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.
This is a hybrid position, requiring two days per week in the office, with additional in-office days as needed.
This dual-role position is responsible for ensuring the smooth day-to-day operation of the NYC office while providing high-level executive support to the President and senior leadership team.
The Office Manager component focuses on office operations, administration, facilities management, and onboarding coordination to ensure organizational effectiveness.
The Executive Assistant component provides confidential, strategic, and administrative support to senior leadership, including calendar management, travel coordination, reporting, and event-related assistance.
This role is Hybrid with two days required in the office and as needed.

Requirements

• Proven experience in a similar Office Manager and/or Executive Assistant role (essential)
• Strong Outlook calendar management skills
• Excellent IT proficiency (Microsoft Office required)
• Strong numerical and organizational skills
• High level of discretion and trustworthiness
• Exceptional attention to detail
• Ability to multitask and prioritize effectively
• Calm and patient under pressure
• Strong written and verbal communication skills
• Collaborative team player with a proactive approach

Nice To Haves

• Salesforce knowledge (helpful but not essential)

Responsibilities

• Provide high-level administrative support to the President
• Manage complex calendars and scheduling (Outlook)
• Coordinate and arrange domestic and international business travel
• Prepare and process expense reports
• Assist with highly confidential documents and sensitive information
• Prepare reports, presentations, and business correspondence
• Organize company meetings, board meetings, and internal events
• Liaise with staff on behalf of leadership
• Support Event Directors and Managers as required
• Coordinate project-based work as assigned
• Travel to company events and provide on-site support
• Assist with event sales administration, including: Sending correspondence to exhibitors Checking and approving opportunities in Salesforce Coordinating the onsite rebook process and rebook packs
• Oversee the daily operations of the NYC office
• Develop and maintain office communication protocols and administrative procedures
• Implement and streamline office systems and processes
• Maintain office condition and coordinate necessary repairs
• Liaise with facility management vendors, including cleaning, catering, and security services
• Manage office design changes and workspace planning
• Monitor and manage office inventory and supplies
• Create purchase orders and track related documentation
• Maintain office correspondence and records
• Assist with onsite IT support (printers, workstation setup, basic troubleshooting)
• Coordinate new hire onboarding, including: Setting up laptops and workstations Managing first-day office setup and logistics Liaising with the overseas IT team to ensure timely system access and technical readiness
• Greet and assist visitors
• Support general administrative and operational needs of the business

Benefits

• We offer a competitive salary and comprehensive benefits package, along with opportunities for travel and direct exposure to executive leadership in a dynamic, collaborative environment.

What This Job Offers

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