Executive Administrative Assistant

GSTV And Big Machine Label Group; New York (NY); Hybrid; USD 120,000 - 140,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Paternal Leave

Life Insurance

401K Match

Paid Holidays

20 PTO days + Sick time

HSA/FSA

Hybrid and remote options

Job summary

GSTV is seeking an Executive Assistant and Office Manager to support the CEO, CFO, and Senior Leadership Team in a fast-paced NYC office environment. The role blends high-trust executive support with day-to-day office operations and HR collaboration for strong new-hire experience.

The ideal candidate communicates exceptionally, exercises strong judgment, protects confidentiality, and uses AI tools thoughtfully. Hybrid NYC work setup with in-office presence required several days a week.

Qualifications

• Bachelor's degree preferred; 5+ years in senior executive support.
• Excellent written and verbal communication with senior stakeholders.
• Strong judgment, discretion with confidential information, and ability to multitask.

Responsibilities

• Provide high-trust executive support to CEO, CFO, and SLT with calendars, travel, and meeting cadences.
• Draft and polish emails, agendas, and board/investor materials; track priorities across departments.
• Serve as liaison with Board and external stakeholders; handle confidential information with discretion.
• Improve and automate workflows to reduce last-minute issues; maintain file organization and version control.

Skills

Scheduling

Communication

Judgment/Discretion

Organization

Attention to detail

Stakeholder management

Education

Bachelor's degree preferred

Tools

Microsoft 365

AI drafting tools

Job description

GSTV is seeking a polished, proactive Executive Assistant and Office Manager to support the CEO, CFO, and Senior Leadership Team. This role combines high-trust executive support with day-to-day NYC office operations and partnership with HR to deliver a strong employee experience for new team members. The ideal candidate is an exceptional communicator, exercises strong judgment, protects confidentiality, and thrives in a fast-paced environment.

The right person will use good judgment, tools like Microsoft 365 (and basic AI skills), and organized shared documents to help the CEO and CFO stay on schedule, keep tasks moving, follow up reliably, and make sure nothing important gets missed.

Responsibilities

Executive Support and Operating Cadence:

• Support the CEO and CFO with proactive, high-trust assistance and strong follow-through.
• Manage calendars, travel, and key meeting rhythms, including Board and executive leadership cadences.
• Schedule strategically: protect focus time, bundle meetings when helpful, and handle scheduling outreach.
• Draft and polish executive communications and materials (emails, agendas, presentations, board/investor docs).
• Assist in trackingpriorities and follow-ups across departments to keep work moving.
• Serve as liaison and gatekeeper with the Board and external stakeholders.
• Handle confidential information with discretion; use AI appropriately and review all outputs for accuracy and tone.
• Maintain strong file organization and version control so the latest materials are easy to find.
• Manage expense reports and supporting documentation.
• Improve and automate repeatable workflows to reduce last-minute fire drills.

Office Management and Culture:

• Keep the NYC office stocked and organized; manage office vendors and supplies.
• Support daily office operations and facilities needs with the Workplace Experience Manager.
• Coordinate onboarding and offboarding logistics with HR (and IT as needed).
• Communicate with building management/security to keep the office running smoothly.
• Coordinate meetings and office logistics (rooms, lunches, mail, packages).
• Partner with HR to support office culture and a welcoming team environment.

Other duties as assigned.

Qualifications

Required:

• Proficient at scheduling, travel, and meeting cadence management
• Excellent written and verbal communication; strong drafting/editing for executive-ready emails, agendas, and materials
• High judgment and discretion with confidential information and senior stakeholders
• Highly organized with strong attention to detail and consistent follow-through across multiple priorities
• Proficient in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel, SharePoint/OneDrive)
• Strong document hygiene: shared files, version control, and trackers
• Comfortable using basic AI tools for drafting/summarizing with appropriate accuracy and confidentiality checks
• Experience with expense reports and supporting documentation
• Experience managing office logistics (vendors, supplies, meeting setup, facilities coordination)

Preferred:

• Experience partnering with HR on onboarding/offboarding and office culture

The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor's degree in a related program or field is preferred. A minimum of 5+ years of prior senior executive level (CEO/CFO/SLT) support in a fast-paced environment.

Direct Reports

None

This job operates primarily in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines. The noise level in the work environment is usually low, however, this is subject to change during busy periods.

GSTV offers a hybrid work situation. Candidates located within commutable distance to our New York Office will be tagged to that office and are not currently considered 100% remote.

This position requires physical presence at the NYC office from 9am-5pm ET a minimum of three days per week, specifically on Tuesday, Wednesday, and Thursday.

GSTV is America’s most engaging on-the-go video network, reaching millions of consumers at a powerful moment—while they’re out in the world and ready to act. Across tens of thousands of fuel and convenience locations, we deliver premium content and data-driven advertising that drives real results for the world’s leading brands.

At GSTV, we’re building at the intersection of media, data, and retail—where attention turns into action. Our team is collaborative, fast-moving, and driven by curiosity, ownership, and a shared ambition to do meaningful work that scales. If you’re energized by growth, impact, and shaping what’s next in media, you’ll feel right at home here.

GSTV Values:

• Valued Actions

Benefits Day One! Medical, Dental, Vision, Paternal Leave, Life Insurance, Accident, Critical Illness, Hospital Indemnity, STD/LTD + Vol Plans., Paid Holidays, 20 PTO days + Sick time, Perks, HSA and FSA and Lifestyle Spending Account (1st of mo after 30 days), 401K Match (90 days).

GSTV offers both hybrid and remote work situations. Candidates located within commutable distance to our New York Office will be tagged to that office and are not currently considered 100% remote.

The pay range for this role is:

120,000 - 140,000 USD per year (NY Office)