Executive Assistant / Office Administrator (Agency)

Aquent Talent; New York (NY); On-site; USD 90,000 - 110,000; Full time

Job summary

A creative agency is seeking an Office Administrator to manage office activities, support Partners, and maintain a productive work environment in New York City. This role involves organizing office functions, liaising with vendors, and providing administrative support while ensuring the culture of the workplace remains engaging and efficient. The target compensation for this position is between $90,000 and $110,000, depending on experience and qualifications.

Qualifications

• Entrepreneurial spirit and adaptable to different tasks.
• Strong organizational skills to manage office activities.
• Capability to build relationships with vendors and partners.

Responsibilities

• Create a welcoming office environment for employees and visitors.
• Liaise with vendors for facilities and equipment management.
• Oversee office supply orders and organize resources.
• Provide administrative support for Partners and manage their calendars.
• Handle confidential information with discretion.

Job description

You are an entrepreneurial spirit, a jack of all trades, who is willing and able to help create a culture for a creative agency that is well-run, organized, and fun while in parallel can help to support our partners in a way that allows them to manage their busy days and lives. You are scrappy and eager to support our staff and help to efficiently and effectively run our business.

What your day-to-day will look like

As the Office Administrator, you’ll be a champion of our team’s office and culture— organizing and supervising all office activities to ensure the space stays in tip-top shape and everything runs smoothly and helping to support the Partners who help to run our business. Your day-to-day will include:

Office responsibilities

• Creating a welcoming, warm, functional environment for employees and visitors alike.
• Liaising with external vendors for facilities and equipment (e.g. phones, cleaning service, maintenance contractors, appliance repair, equipment maintenance and leases, etc.).
• Building and maintaining relationships with building management and staff and managing the online building management portal for service requests and billing.
• Working with the accounting department on budgets and office policies.
• Planning and orchestrating fun company events, office happy-hours, and celebrations.
• Overseeing office supply orders and organizing supplies and resources
• Assisting staff in booking team and client travel as needed.
• Setting up the office for client visits and meetings, including ordering catering.
• Onboarding new employees prior to their start date by setting up laptops and supplies, plus greeting them on their first day.

Executive support

• Provide administrative support for our Partners including managing Partner calendars— booking meetings, ensuring effective schedule flow, handling calendar conflicts, and organizing meeting logistics.
• Acting as a liaison between Partners and other company team members including HR and IT.
• Preparing weekly timesheets, monthly expense reports, meeting agendas, and travel itineraries.
• Handling confidential and proprietary information with discretion.
• Scheduling personal appointments and ordering daily lunch for the Partners, as needed.

The target hiring compensation range for this role is $90k - $110k base salary. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.