Executive Assistant/Office Manager

Overview

• Provide executive-level support to senior leadership, ensuring seamless operations and effective communication in a dynamic professional environment.
• Oversee office management, optimizing administrative processes and maintaining a professional workspace for enhanced productivity.
• Coordinate executive schedules, travel arrangements, and communications, ensuring accurate and timely execution of tasks.
• Handle sensitive legal, financial, and personal matters with discretion and confidentiality, supporting organizational integrity.
• Streamline document management systems for efficient retrieval, version control, and compliance with procedural requirements.
• Plan and execute company events, retreats, and meetings, ensuring attention to detail and successful outcomes.
• Collaborate with building management for visitor access, maintenance requests, and facility improvements to enhance operational efficiency.

Key Responsibilities & Duties

• Manage executive calendars, scheduling meetings, calls, and logistics with precision and foresight to optimize time management.
• Track and prioritize daily tasks and reminders for executives and team members, ensuring deadlines are consistently met.
• Coordinate domestic and international travel arrangements, including itineraries and accommodations, ensuring seamless travel experiences.
• Draft professional correspondence and communications, maintaining high standards of accuracy and professionalism.
• Assist with legal document preparation, notarizations, and transaction support, ensuring compliance and accuracy in all processes.
• Maintain office appearance, supplies, and oversee mailing and shipping operations to ensure operational efficiency.
• Plan and execute company events, retreats, and meetings, addressing all logistical details for successful execution.
• Ensure confidentiality and discretion in handling sensitive information and communications, safeguarding organizational integrity.

Job Requirements

• Bachelor's degree required, preferably in business administration, communications, or a related field.
• 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 a strong 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.