Executive Assistant

BPCM; New York, Northern (NY, KY); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Medical, Dental, Vision Benefits

401k and supplementary benefits

WFH Stipend

Summer Fridays

Generous PTO with December break

Job summary

BPCM is seeking an Executive & Office Assistant to support two NY partners with calendar management, travel arrangements, and meeting preparation. The role also covers office management and People Operations support, including recruiting and onboarding.

You will report to the People Operations Manager and Growth & Strategy Manager. The position offers a hybrid schedule with a mix of in-office and remote work and a strong benefits package.

Qualifications

• 1–2 years in administrative or executive assistant roles in a fast-paced environment.
• Strong organization and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with MS Office and Google Workspace.
• Discrete handling of confidential information.

Responsibilities

• Provide high-level administrative support to two partners, including calendar management and travel arrangements.
• Prepare documents and materials for meetings and client presentations.
• Screen calls and emails; respond or route on behalf of partners.

Skills

Calendar management

Office coordination

Communication skills

Microsoft Office

Google Workspace

Expense reporting

Tools

SAP Concur

Job description

We are seeking an Executive & Office Assistant to support two NY partners in managing daily tasks, communications, and scheduling. This role also involves assisting with office management and People Operations (HR and recruiting). It’s an excellent opportunity for someone eager to contribute to the culture of a fast-paced, growing PR agency while gaining exposure to various aspects of business operations.

You will report to the People Operations Manager and the Growth & Strategy Manager.

Key Responsibilities:

1. Executive Assistance:

• Provide high-level administrative support to the two partners, including calendar management, scheduling meetings, and organizing travel arrangements.
• Prepare documents, presentations, and other materials for meetings and client presentations.
• Screen calls, emails, and other correspondence, prioritizing and responding on behalf of the partners when necessary.
• Assist with day-to-day office needs, ensuring smooth operations and support for the leadership team.
• Accurately prepare and file expense reports and invoices in a timely manner using Excel and expense software, SAP Concur
• Maintain up-to-date and organized contact lists, files and confidential records
• Handle personal ad hoc duties as needed

2. Office Management:

• Serve as the dedicated point person for BPCM operation inquiries
• Coordinate and manage office supplies and resources.
• Serve as the main point of contact for office-related needs, including vendor management
• Assist in maintaining a clean, organized, and welcoming office environment.

3. People Operations & HR Support:

• Assist with recruitment by scheduling interviews, liaising with candidates, and maintaining applicant tracking.

• Provide administrative support for employee onboarding
• Participate in shaping and maintaining a positive, inclusive, and creative office culture by assisting with employee engagement initiatives and team-building activities.
• Be an active and supportive team player who contributes ideas to improve agency processes and the working environment.

Qualifications:

• 1-2 years of experience in an administrative, executive assistant, or office management role, preferably within a creative or fast-paced environment.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Exceptional communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• A positive, proactive, and adaptable attitude with a willingness to take on new tasks and responsibilities.
• Interest in contributing to company culture and people operations.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience or interest in PR or creative industries is a plus.

• Medical, Dental, Vision Benefits
• 401k and additional supplementary benefits
• WFH Stipend
• Summer Fridays
• Generous PTO policy with a 2-week holiday break in December

The anticipated salary range for this position is $40,000.00- $55,000.00. Actual compensation is based on a range of factors including but not limited to skill set, level of experience, and location. Whether a prospective employee will be paid within the compensation range listed above will depend on a number of factors including but not limited to the candidate's depth of experience and qualifications; the level of specialization the role requires; budgetary considerations, and the local market conditions that exist where the employee will be based.

This role is hybrid, requiring a minimum of 4 days in the office each week, with up to 5 days possible.

Why BPCM:

We believe that the strongest aspect of our agency is our team, and we take great care in ensuring their wellbeing, connection and support. Our past, present and future team will tell you that BPCM is extremely strong at balancing a fast-paced, high-achieving environment with a strong community and individual care. Our agency is committed to excellence for our clients, and for each other. We offer a competitive salary, benefits, hybrid work schedule, WFH stipend, summer hours and a generous Paid Time Off policy.

BPCM is committed to fostering and promoting an inclusive environment that allows us to recruit and retain highly talented staff with diverse backgrounds and differing abilities.

The job description is to be used merely as a guide of expectations rather than an exhaustive list of all duties and competencies. All requirements and skills are subject to change as business needs evolve.