Executive Assistant

Hirewell; New York (NY); Híbrido; USD 70.000 - 110.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid work model

Team Week events

Descripción de la vacante

Hirewell is seeking an organized Executive Assistant to support the CEO and senior leadership, while overseeing the Brooklyn office and daily operations. You will manage calendars, coordinate travel, handle VIP guest experiences, and act as a central liaison across the leadership team.

This role reports to the Chief People Officer and partners with stakeholders across the organization. A background in financial services, fintech, or tech is preferred, with strong judgment and discretion

Formación

• 3–7 years of Executive Assistant experience, ideally including office management, within financial services, fintech, or a growing technology company.
• Ability to navigate ambiguity and independently identify what needs to be done without requiring constant direction.
• Strong judgment in determining when to escalate issues versus resolving them independently.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Confidence managing and appropriately pushing back on behalf of executives when schedules or priorities change.
• Proven ability to manage competing priorities across multiple stakeholders without losing attention to detail.
• Excellent written and verbal communication skills, including the ability to draft correspondence on behalf of executives.
• Proficiency in Microsoft Office and/or Google Workspace.
• Familiarity with Ramp, Navan, Notion, and Slack is a plus.
• Interest in leveraging technology and expanding AI fluency to improve efficiency and workflows.

Responsabilidades

• Serve as the primary Executive Assistant to the CEO, with secondary support across the broader C-suite.
• Coordinate domestic and international travel end-to-end, including flights, hotels, ground transportation, and detailed itineraries.
• Manage onsite guest coordination and conference room bookings for executive-level visits and internal events.
• Serve as the primary point of contact for office visitors, deliveries, vendors, and building management.
• Oversee kitchen and common area operations, ensuring spaces remain clean, organized, and fully stocked.
• Coordinate with facilities on maintenance, repairs, and workplace safety compliance.
• Manage vendor and service provider relationships, including contract and service agreement negotiations.
• Own office space, building, and logistical planning for quarterly Team Week events.
• Partner with the Marketing team to plan, organize, and execute company events.
• Maintain organized systems, documentation, and records across the executive team.
• Identify and implement improvements to administrative and office operations processes as the organization scales.

Conocimientos

Calendar management

Travel coordination

Office management

Stakeholder coordination

Written & verbal communication

Discretion & professionalism

Herramientas

Microsoft Office / Google Workspace

Ramp

Navan

Notion

Slack

Descripción del empleo

We are seeking a highly organized and proactive Executive Assistant to support our C-Suite and oversee in-person office operations. This is a CEO-primary role with additional support provided to other senior executives as needed.

The ideal candidate is detail-oriented, takes initiative without requiring constant direction, and understands the importance of professionalism, responsiveness, and sound judgment. You will play a critical role in helping executives operate efficiently and ensuring day-to-day office operations run seamlessly.

Responsibilities include managing complex calendars, coordinating travel, overseeing VIP guest experiences, and serving as a key point of coordination across the leadership team. You will also own Brooklyn office operations, including supplies, vendors, building management, and quarterly company-wide Team Week events.

This position reports to the Chief People Officer and partners closely with stakeholders across the organization.

Key Responsibilities

• Serve as the primary Executive Assistant to the CEO, with secondary support across the broader C-suite, including the Chief Client Officer, Chief People Officer, and Global Head of Sales.
• Coordinate domestic and international travel end-to-end, including flights, hotels, ground transportation, and detailed itineraries while proactively anticipating potential issues.
• Manage onsite guest coordination and conference room bookings for executive-level visits and internal events.
• Serve as the primary point of contact for office visitors, deliveries, vendors, and building management.
• Oversee kitchen and common area operations, ensuring spaces remain clean, organized, and fully stocked, including office and kitchen supply ordering.
• Coordinate with facilities on maintenance, repairs, and workplace safety compliance.
• Manage vendor and service provider relationships, including contract and service agreement negotiations.
• Own office space, building, and logistical planning for quarterly Team Week events.
• Partner with the Marketing team to plan, organize, and execute company events.
• Maintain organized systems, documentation, and records across the executive team.
• Identify and implement improvements to administrative and office operations processes as the organization scales.

Qualifications & Experience

• 3–7 years of Executive Assistant experience, ideally including office management, within financial services, fintech, or a growing technology company.
• Ability to navigate ambiguity and independently identify what needs to be done without requiring constant direction.
• Strong judgment in determining when to escape issues versus independently resolving them.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Confidence managing and appropriately pushing back on behalf of executives when schedules or priorities change.
• Proven ability to manage competing priorities across multiple stakeholders without losing attention to detail.
• Excellent written and verbal communication skills, including the ability to draft correspondence on behalf of executives.
• Proficiency in Microsoft Office and/or Google Workspace.
• Familiarity with tools such as Ramp, Navan, Notion, and Slack is a plus.
• Interest in leveraging technology and expanding AI fluency to improve efficiency and workflows.

Even if you do not meet every qualification, we encourage you to apply!

What We Offer

• Flexible work arrangements (hybrid, with 4 days onsite per week).