Executive Assistant/Office Manager

Overview

• Provide high-level executive support to senior leadership in a dynamic professional environment, ensuring seamless operations and effective communication.
• Manage office operations, maintaining a professional workspace and optimizing administrative processes for efficiency.
• Coordinate schedules, travel arrangements, and communications for executives and team members, ensuring timely and accurate execution.
• Handle sensitive legal, financial, and personal matters with utmost discretion and confidentiality.
• Support legal transactions, including document preparation, notarizations, and ensuring compliance with procedural requirements.
• Maintain organized document management systems for efficient retrieval and version control.
• Plan and coordinate company events, retreats, and meetings, ensuring attention to detail and successful execution.
• Collaborate with building management for visitor access, maintenance requests, and facility improvements.

Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, calls, and logistics with precision and foresight.
• Track and prioritize daily tasks and reminders for executives and team members, ensuring deadlines are met.
• Coordinate domestic and international travel arrangements, including itineraries and accommodations.
• Draft professional correspondence and communications, maintaining a high standard of accuracy and professionalism.
• Assist with legal document preparation, notarizations, and transaction support, ensuring compliance and accuracy.
• Maintain office appearance, supplies, and oversee mailing and shipping operations for efficiency.
• Plan and execute company events, retreats, and meetings, ensuring all logistical details are addressed.
• Ensure confidentiality and discretion in handling sensitive information and communications.

Job Requirements

• Bachelor's degree required, preferably in a related field such as business administration or communications.
• 7-10 years of experience as an Executive Assistant, ideally within professional services or corporate environments.
• Proficiency in MS Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with office management tools.
• Exceptional organizational and communication skills, both written and verbal, with attention to detail.
• Knowledge of legal and financial processes, including real estate transactions and corporate structures, preferred.
• NY Notary Public certification or willingness to obtain promptly is advantageous.
• Ability to work on-site and manage office operations effectively in a fast-paced environment.
• Proactive, detail-oriented, and capable of multitasking while maintaining high standards of professionalism.