Executive Assistant

Gamers Choice; New York (NY); On-site; USD 90,000 - 150,000; Full time

Benefits offered by this job

Health Insurance

Paid time off

401k

Employee Discounts

Job summary

Gamers Choice in Long Island City, NY is seeking an Executive Assistant to organize and optimize the leadership workflow. You will own calendars, travel, and vendor coordination while maintaining confidential information with discretion.

The role also covers scheduling, office logistics, events, and cross-functional reporting to the CEO and partners. You will build a Leadership Hub, track initiatives, and ensure meetings are prepared with agendas and notes, while keeping leadership aligned with

Qualifications

• 5+ years supporting senior executives, founders, or business owners; experience supporting multiple principals preferred.
• Proven ownership of complex calendars, travel, and expense management with minimal oversight.
• Experience in a fast-growing small or mid-size business where role scope changed as the company scaled.
• Ability to track projects and follow up with senior stakeholders until items are closed.
• Proficiency with Google Workspace and workspace tools (Notion/ClickUp/Asana/Monday).

Responsibilities

• Maintain founders' calendars, triage priorities, and prepare agendas and notes for leadership meetings.
• Monitor inboxes, draft routine correspondence, and coordinate travel, vendors, and events.
• Build a Leadership Hub (Notion/ClickUp or similar) with notes, trackers, and contacts.
• Coordinate recruiting, onboarding, and office logistics; manage vendor relationships and admin tasks.
• Provide personal support with discretion on confidential matters.

Skills

Calendar management

Executive support

Travel coordination

Vendor management

Communication

Education

High school diploma

Bachelor’s degree preferred

Tools

Google Workspace

Notion

ClickUp

Asana

Monday.com

Job description

Executive Assistant

Gamers Choice Long Island City, New York, United States

About this position

Gamer’s Choice is a team of passionate gamers, creators, and innovators based in Queens, New York. What began as a small local shop has grown into one of the leading destinations for Trading Card Game players and collectors around the world. We’re driven by a shared love for gaming and community, offering both an engaging online experience and a vibrant in-store atmosphere. Our mission is to be the ultimate home for fans to connect, compete, and celebrate the games they love. While Yu-Gi-Oh! has always been our foundation, we’re expanding into exciting new titles like Pokémon, One Piece, Riftbound, and Disney Lorcana. Our Long Island City store serves as the heart of our community, hosting tournaments, events, and gatherings that bring players together both in person and online.

Location: 34-09 Queens Blvd, Long Island City, NY 11101 (On-site)

Reports To: Chief Executive Officer

Compensation: $90,000 – $150,000 per annum - DOE

Role

This is not a calendar-only assistant role. We are looking for the person who runs the operating system behind Gamer's Choice’s three partners.

You will be the connective tissue between the partners and everything moving around them. You will own their time, protect their focus, track what they’ve committed to, and chase down the updates they need. You will also handle travel, vendors, office logistics, events, and the occasional errand. The right person is unusually organized, comfortable holding senior leaders accountable to their own deadlines, discreet with confidential information, and genuinely enjoys being the person who makes everything else work.

Responsibilities

• Founder Priorities & Operating Rhythm
  Maintain a live Founder Priorities list per principal (top quarterly priorities, active projects, key relationships) and a decision log tracking what was decided, by whom, and when it goes live, flagging anything decided but not yet implemented. Own the leadership cadence: run a weekly time vs. priorities review and schedule/prep quarterly and annual planning days, offsites, and strategy reviews.
• Executive Support & Calendar
  Own and defend all three principals' calendars, triaging what needs a principal versus a functional leader. Build agendas and pre-reads for recurring leadership meetings, attend to capture notes and action items, and distribute recaps within 24 hours, tracking items to closure. Prepare daily and weekly briefings on what's due, slipping, or needs a decision, and manage renewals, deadlines, and follow-ups.
• Communication & Correspondence
  Monitor and triage inboxes, draft and send routine correspondence, and make outbound calls to vendors and service providers. Serve as first point of contact for external inquiries to leadership and maintain contact records for key partners, vendors, and distributors.
• Initiative Tracking & Follow-Through
  Maintain a master tracker of active initiatives, owners, and status. Collect updates from Finance, HR, Marketing, Sales, Warehouse, and Live Stream on a set cadence, consolidate into a leadership summary, flag stalled items and dependencies, and prepare recurring reporting packets.
• People & Hiring Coordination
  Coordinate recruiting logistics for roles reporting into the principals (postings, screening, interview scheduling), maintain a candidate tracker, and run onboarding checklists for hires working closely with the principals.
• Information Hub & Documentation
  Build and own a single Leadership Hub (Notion, ClickUp, or equivalent) linking meeting notes, the initiative tracker, key metrics, and contacts, keeping it accurate and current. Maintain organized file structures, document recurring processes for coverage during absences, and administer leadership-level tool access.
• Research & Analysis
  Conduct research on request (vendors, software, competitors, market questions, event options, candidates) and compile findings into decision-ready summaries with a clear recommendation. Gather background ahead of external meetings and assist with light data pulls.
• Travel & Events
  Coordinate all business travel and trade show/convention logistics, manage expense reports for all three principals, coordinate company events and offsites, and book dinner reservations for partner and client meetings.
• Office & Facilities Management
  Manage vendor relationships (cleaning, HVAC, IT, security, waste, utilities) and coordinate repairs through to completion. Track service contract renewals, handle mail and packages, maintain office supplies, manage building access and visitors, and serve as on-site logistics point for the new store opening.
• Personal Support
  Manage personal calendars, reservations, and errands as delegated, with absolute discretion on all confidential matters.

Requirements

• 5+ years supporting senior executives, founders, or business owners; experience supporting multiple principals strongly preferred.
• Demonstrated ownership of complex calendars, travel, and expense management with minimal oversight.
• Experience in a fast-growing small or mid-size business where the role scope changed as the company scaled.
• Proven ability to track projects and follow up with people more senior than you until items are closed.
• Proficiency with Google Workspace and comfort building and/or maintaining a workspace tool such as Notion, ClickUp, Asana, or Monday.
• Experience coordinating office operations, vendors, and facilities is strongly preferred.
• Prior exposure to recruiting coordination or onboarding logistics is a plus.
• High school diploma required; Bachelor’s degree preferred.

Attributes

• Exceptional discretion and sound judgment with confidential information.
• Comfortable pushing back, holding a line, and telling a founder that something needs to be cut.
• Highly organized with an obsessive attention to detail and follow-through.
• Calm and resourceful when priorities shift on short notice.
• Service-oriented without being passive; you own outcomes, not just tasks.
• Interest in gaming, trading card games, or collectibles is a plus, but not required.

Physical & Schedule Requirements

• On-site at our Long Island City office five days per week.
• Ability to travel locally between company locations, including the new store, as needed.
• Ability to lift up to 25 pounds occasionally (supplies, mail, event materials).

Results

• 30 days: You have full command of all three calendars, have taken over travel and expenses, and are running the weekly leadership briefing.
• 60 days: The Leadership Hub is live and trusted. The initiative tracker and decision log are current and reviewed weekly. Founders stop asking “where are we on that?” because the answer is already in front of them.
• 90 days: Founder calendars visibly reflect stated priorities. Nothing committed to in a leadership meeting goes untracked. Office and vendor issues are resolved without founder involvement.
• Ongoing: Founders spend their time on the highest-value work available to them, arrive at every meeting prepared, and never miss a commitment — professional or personal.
• Health Insurance
• Paid time off
• 401k
• Employee Discounts

EEO/AAP Statement

Gamer’s Choice is an equal opportunity employer. We acknowledge and honor the fundamental value and dignity of all individuals. We pledge ourselves to crafting and maintaining an environment that respects diverse traditions, heritages, and experiences.

Gamer’s Choice is an Equal Employment Opportunity and Aff…

If you require an accommodation to participate in the application process, contact us at [e-mail]

The above-noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned, but rather to give the applicant a general sense of the responsibilities and expectations of this position. As the nature of business demands change, so, too, may the essential functions of the position.