Office Manager/Executive Assistant

Swbc Peo•New York City, NY

2d•Onsite

About The Position

We are seeking a highly organized, proactive, and personable Office Manager / Executive Assistant to support our leadership team and ensure the smooth daily operation of our office. This hybrid role blends traditional office management duties with high-level executive assistance, making it ideal for someone who thrives in a dynamic, fast-paced environment and enjoys wearing multiple hats.

Requirements

3–5+ years of experience in office administration, executive assistance, or a similar role.
Strong organizational skills with exceptional attention to detail.
Excellent interpersonal and communication abilities.
Proactive problem-solver with a service-oriented mindset.
Tech-savvy and comfortable managing vendor and IT coordination.
Proficient in Microsoft Office Suite.
NYS Notary Public (or willing to obtain).
Discretion and professionalism when handling confidential information.

Responsibilities

Oversee day-to-day office operations including stocking coffee, snacks, and office supplies.
Maintain cleanliness and organization of all shared office spaces, including kitchens and conference rooms.
Act as the first point of contact for all office guests; coordinate with building security to ensure proper registration.
Manage vendor relationships for office services including IT, telecom, cleaning, and maintenance; proactively address service issues.
Coordinate with third-party IT vendors for equipment procurement, setup, repairs, and system interruptions.
Receive, sort, scan, and distribute incoming/outgoing mail and packages.
Foster a positive and welcoming office environment; act as a go-to contact for employee needs and morale.
Organize company events, offsites, holiday parties, executive meetings, and internal gatherings.
Support onboarding of new hires and facilitate a smooth welcome experience.
Reconcile and process incoming invoices; enter data into the company’s payables system.
Deposit checks and communicate details with company’s bookkeeper.
Review and approve employee expense reports to ensure accuracy and compliance with company policies.
Manage calendars for senior executives, including scheduling meetings, calls, and appointments.
Prepare meeting agendas, briefing documents, and presentation materials.
Record and track action items from meetings; follow up to ensure timely completion.
Coordinate document approvals and obtain necessary signatures.
Notarize documents as needed.
Provide project support to senior leadership on an ad hoc basis.