Business Operations and Executive Assistant

PEPL; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

PEPL in New York City seeks a versatile Business Operations & Executive Assistant to support senior executives. The role blends high-level administrative duties with operations, personal assistance, and project support in a fast-paced, small team.

You will manage calendars, travel, correspondence, expense reconciliation, vendor coordination, onboarding projects, and confidential tasks, requiring discretion, initiative, and superb organizational skills.

Qualifications

• 5+ years of relevant experience.
• Executive support and confidential information experience.
• Bachelor’s degree preferred, with equivalent experience considered.
• Strong organization, communication, technology, and judgment requirements.

Responsibilities

• Manage and maintain Executives’ calendars including scheduling appointments, internal/external meetings and conference calls.
• Coordinate travel itineraries, flights, hotel accommodation, ground transportation and other travel needs.
• Draft and edit correspondence, communications, and other documents.
• Complete monthly expense reconciliation for Executives’ corporate credit card expenses.
• Serve as a liaison with internal staff at all levels.
• Provide assistance on various projects such as employee onboarding, Board calendar planning and staff communications.
• Support other Senior Management on other projects as needed.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion/Confidentiality

Organizational skills

Education

Bachelor’s degree or equivalent experience

Job description

PEPL has been engaged to place a Business Operations & Executive Assistant for a growing company located in New York City. The Business Operations & Executive Assistant will perform a wide range of business operations, administrative, executive support, and personal assistance activities to facilitate the efficient operation of our New York office and support Senior Executives. This position is highly versatile and will require a proactive, self-motivated individual who is comfortable taking on a wide variety of responsibilities and working effectively in a small, fast-moving environment where priorities can change and responsibilities may not always be clearly defined.

Executive Support

• Manage and maintain Executives’ calendars including scheduling appointments, internal/external meetings and conference calls.
• Coordinate travel itineraries, flights, hotel accommodation, ground transportation and other travel needs.
• Draft and edit correspondence, communications, and other documents.
• Complete monthly expense reconciliation for Executives’ corporate credit card expenses.
• Serve as a liaison with internal staff at all levels.
• Provide assistance on various projects such as employee onboarding, Board calendar planning and staff communications.
• Support other Senior Management on other projects as needed.
• Ability to think critically
• Manage and coordinate a wide range of personal and family-related activities and appointments for one of the senior executives, using sound judgment, discretion, and confidentiality.
• Coordinate personal appointments, reservations, household or personal service providers, deliveries, and other personal logistics as needed.
• Assist with personal travel planning and coordination, including itineraries, transportation, reservations, and special arrangements.
• Handle personal correspondence and errands, or other administrative tasks as requested.
• Anticipate needs, follow through on details, and independently manage tasks from start to finish with minimal direction.
• Balance personal-assistance responsibilities with business priorities and respond with flexibility when priorities shift or urgent needs arise.
• Maintain a high level of professionalism, discretion, and confidentiality when handling sensitive personal and business information.
• Office Operations
• Oversee all daily New York office functions ensuring the overall organization and ensure that staff have an efficient and effective work environment.
• Serve as the first point of contact for all office visitors.
• Responsible for vendor management activities including but not limited to ordering equipment and supplies, managing and monitoring service levels, invoice reconciliation and addressing unsatisfactory vendor services.
• Provide event planning assistance to the internal teams as needed for other events.

Requirements

• 5+ years of relevant experience.
• Bachelor’s degree preferred, with equivalent experience considered.
• Executive support and confidential information experience.
• Strong organization, communication, technology, and judgment requirements.

Ideal Candidate

• Comfortable working in a small office environment where the role may span executive support (local & remote), business operations, office administration, and personal assistance.
• Able to remain professional, composed, and productive even when the setting is fast-paced, fluid, or less structured than a traditional corporate office.
• Highly self-motivated and resourceful, with the initiative to identify what needs to be done and take action without waiting for detailed instructions.
• Comfortable with ambiguity and changing priorities, and willing to take on a wide array of duties based on the needs of the executives and business.
• Flexible, service-oriented, and willing to roll up their sleeves; no task is considered too small or outside the scope of the role when it helps the team operate effectively.
• Excellent organizational skills and attention to detail, with the ability to manage multiple priorities while maintaining follow-through.
• Demonstrates sound judgment, discretion, maturity, and the ability to handle confidential business and personal matters with care.
• Strong written and verbal communication skills and a professional, approachable demeanor.