Executive Assistant & Contract Administration Lead

LiveOnNY; New York (NY); On-site; USD 115,000 - 125,000; Full time

Benefits offered by this job

403(b)

Dental insurance

Health insurance

Life insurance

Paid time off

Tuition reimbursement

Vision insurance

Job summary

LiveOnNY is seeking an Executive Assistant and Contract Administrator to support the Office of the COO. This role manages the COO’s calendar, coordinates meetings, travel, and communications, and oversees contract lifecycle and records management.

The ideal candidate holds a Paralegal Certificate, a NY Notary, and at least five years of executive administrative experience, with strong organizational and confidentiality skills in a fast-paced environment.

Qualifications

• Minimum five (5) years of progressively responsible executive administrative support experience, preferably supporting a C‑suite executive.
• Paralegal Certificate from an accredited educational institution is required.
• Current New York State Notary Public commission is required.

Responsibilities

• Manage the COO’s complex calendar, scheduling meetings, appointments, and organizational commitments.
• Coordinate conference calls, virtual meetings, and in‑person meetings.
• Monitor scheduling conflicts and recommend appropriate adjustments.
• Organize daily priorities and maintain awareness of upcoming deadlines and commitments.
• Maintain accurate records and filing systems for the Executive Office.
• Coordinate the administrative lifecycle of contracts and other business agreements.
• Maintain the contract management system and repository, ensuring access to agreements and supporting documents.
• Prepare contract status reports and related documentation.
• Provide confidential executive support related to the COO’s personal affairs as needed.

Skills

Executive support

Calendar management

Communication

Confidentiality

Multitasking

Education

Paralegal Certificate

Notary Public commission

Associate’s or Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Word

Excel

PowerPoint

Microsoft Teams

Job description

LiveOnNY is seeking an Executive Assistant and Contract Administrator to support the Office of the COO. This role manages the COO’s calendar, coordinates meetings, travel, and communications, and oversees contract lifecycle and records management.

The ideal candidate holds a Paralegal Certificate, a NY Notary, and at least five years of executive administrative experience, with strong organizational and confidentiality skills in a fast-paced environment.