Executive Administrative Assistant and Office Manager

Confidential; New York (NY); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Competitive compensation package

Medical, dental, and vision coverage

HSA and 401(k) company match

Paid time off

Employer-paid life and disability ins.

Job summary

Confidential is seeking an Executive Assistant and Office Manager to provide proactive executive support and manage daily New York office operations. You will partner with multiple members of the leadership team and coordinate meetings, events, and communications with a focus on discretion and professionalism.

You will handle calendars, travel, meeting logistics, and expense processes while maintaining an organized, welcoming office. Strong organizational and communication skills are essential.

Qualifications

• 5 to 8 years of experience as an Executive Assistant or similar role.
• Experience managing complex calendars, travel, meetings, and competing priorities.
• Excellent written and verbal communication skills.
• Ability to work independently and with executives at all levels.
• Proficiency with the Microsoft Office suite and related business apps.

Responsibilities

• Provide proactive executive support including calendars, travel, scheduling priorities, and expense reimbursements.
• Anticipate leadership needs; manage competing priorities and prepare for meetings, events, and activities.
• Coordinate communications, reports, presentations, and materials with accuracy and professionalism.
• Track action items, deadlines, and deliverables to keep priorities moving forward.
• Maintain discretion with confidential information and respond appropriately to sensitive matters.
• Support site meetings, events, visitor experiences, and office operations as needed.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion with confidential info

Office management

Vendor coordination

Tools

Microsoft Outlook

Teams

Word

Excel

PowerPoint

Job description

We’re looking for an Executive Assistant and Office Manager who brings exceptional organizational skills, sound judgment, and a proactive approach to supporting executive leadership and onsite workplace operations and events . In this role, you will be a trusted partner to multiple members of the company’s executive leadership team while also helping coordinate the day-to-day operations of the company’s New York office.

What You'll Do

• Provide proactive executive support to assigned executives managing complex calendars, scheduling priorities, travel arrangements, meeting logistics and expense reimbursements.
• Anticipate leadership needs, manage competing priorities, and help ensure executives are prepared for meetings, presentations, events, and business activities.
• Coordinate executive communications, reports, presentations, and other business materials with professionalism and accuracy.
• Track action items, follow-ups, deadlines, and key deliverables to ensure priorities remain organized and moving forward.
• Handle confidential information with discretion and exercise sound judgment when responding to sensitive matters.
• Daily liaison and coordination with Executive Assistants and staff and their portfolio companies
• While support is mainly during typical office hours, we are a fast-moving entrepreneurial firm and occasional urgent support will be needed after hours, e.g. for last-minute travel and meeting coordination

Coordinate Site Meetings, Events & Visitor Experiences

• Plan leadership meetings, executive visits, and other high-visibility events including meeting logistics (scheduling, room reservations, agendas, materials, catering, audiovisual support, and day-of coordination).
• Ensure building and room access, security registration and space preparation working with building facilities teams while troubleshooting as needed.
• Help maintain an organized, welcoming, and productive office environment for employees and visitors, including monitoring of shared employee spaces including conference rooms and kitchen areas.
• Maintain office and kitchen supplies processing invoices within allotted budget.
• Assist with office-related questions elevate appropriately when issues arise.
• Support property management’s offsite primary point of contact as needed.
• Support workplace safety initiatives, emergency preparedness activities, office moves, on the ground vendor support, and other related activities.

What You'll Bring

• 5 to 8 years of experience as an Executive Assistant and/or in developing roles supporting multiple executives or senior leaders
• Proven experience managing complex calendars, travel, meetings, and multiple, potentially conflicting executive administrative priorities.
• Strong organizational, prioritization, and follow-through skills with excellent attention to detail and accuracy.
• Exceptional written and verbal communication skills.
• Ability to anticipate needs, manage competing priorities, and adapt in a fast-paced environment.
• Sound judgment and discretion with all matters especially with access to confidential information.
• A high degree of professionalism, responsiveness and customer service orientation.
• Ability to work independently while partnering and working effectively with executives, teams and colleagues at all organizational levels.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and related business applications.

What We Offer:

• A competitive compensation package and benefits package including comprehensive medical, dental, and vision coverage
• an HSA and 401(k) company match
• paid time off
• and employer-paid life and disability insurance