Executive Assistant / Office Manager

ExecScale, LLC.; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health, vision, and dental insurance

401(k) match of 6%

Learning and development opportunities

Potential for national/international旅行

Job summary

ExecScale, in partnership with Port53 Technologies, seeks an Executive Assistant & Office Manager to support our CEO and CFO from our New York office. You will help lead day-to-day operations, coordinate a demanding calendar, manage travel, and oversee facilities with discretion and professionalism.

Primary focus includes executive support, travel coordination, office management, and targeted finance assistance in Salesforce and QuickBooks.

Qualifications

• 2+ years of experience as executive assistant or office manager.
• Experience supporting busy executives and coordinating complex travel.
• Billing or accounts receivable experience is a plus; not required.
• Familiarity with cybersecurity or AI context helpful but not required.

Responsibilities

• Manage CEO calendar across time zones with preparation time.
• Coordinate travel, flights, hotels, and itineraries.
• Oversee office operations, supplies, and onboarding.
• Assist with deal desk and finance support in Salesforce and QuickBooks.

Skills

Administrative coordination

Communication

Discretion

Attention to detail

Proactive service

Tools

Google Workspace

Salesforce

QuickBooks

Job description

ExecScale has partnered with Port53 Technologies to identify an exceptional Executive Assistant and Office Manager who will provide high-level support to the CEO and CFO while helping oversee the company’s day-to-day office operations.

About Port53:

Founded in 2016, Port53 is a cybersecurity company delivering agentic security operations for the AI era. We serve organizations of all sizes through 24/7 managed security services, our proprietary Phoenix platform, and deep Cisco and Splunk partnerships. With our New York office and teams in the United States and India, we help customers and channel partners turn security technology into continuously operated protection. Our strategy connects two priorities: AI for SOC, using AI and automation to help human analysts detect, investigate, and respond to threats; and SOC for AI, helping organizations secure and govern AI usage, applications, infrastructure, and autonomous agents. We bring continuous security operations to both the environments customers run today and the AI capabilities they are introducing next.

Port53 Mission:

Enable organizations to safely and securely thrive in the AI world by delivering enterprise-grade solutions that are easy to deploy, simple to manage, and extremely effective.

About the Role:

We are seeking a proactive, personable Executive Assistant & Office Manager to support our CEO, work closely with our CFO, and keep our New York office running smoothly. You will help leadership stay focused as Port53 expands its managed security and AI security business, coordinating a demanding calendar, frequent travel, and commitments across internal teams, customers, and strategic partners. Executive support, travel coordination, and office management are the primary focus. Approximately 80% of deal desk processing is already handled. You will oversee follow-through, coordinate exceptions, provide targeted backup, and support invoice and accounts receivable follow‑up, rather than run the full deal desk function.

Responsibilities:

Executive Support

• Proactively manage a busy, frequently changing CEO calendar across time zones, prioritizing commitments and protecting preparation and follow‑up time.
• Manage incoming calls and scheduling requests; communicate professionally with customers, technology and channel partners, and internal teams on the CEO's behalf.
• Prepare agendas, documents, and presentations; track action items, deadlines, and follow‑through on the CEO's priorities.
• Keep the CEO, CFO, and distributed teams aligned; flag urgent matters early. Handle sensitive information and light personal assistant duties with discretion.

Travel & Event Coordination

• Coordinate frequent domestic and international executive travel, including flights, hotels, ground transportation, reservations, and detailed itineraries.
• Anticipate scheduling conflicts, account for time zones and transit time, and respond promptly to itinerary changes and travel disruptions.
• Coordinate partner conferences, customer meetings, leadership sessions, and team events, including venues, vendors, attendees, and logistics.

Office Management & Culture

• Create a welcoming, professional office experience for employees, customers, partners, and visitors.
• Manage office supplies, kitchen stocking, key fobs, space planning, facilities requests, and landlord and vendor relationships.
• Coordinate new‑hire onboarding logistics and help champion company culture through thoughtful employee experiences and team activities.

Deal Desk Oversight & Finance Support

• Monitor open deal desk items and coordinate with the people handling processing to keep approved orders, purchase orders, invoices, and bills moving accurately and on time.
• Check for missing information and discrepancies, follow up on outstanding actions, and raise exceptions to the appropriate Sales or Finance owner.
• Provide targeted processing support and backup in Salesforce and QuickBooks as needed, following established workflows and approval requirements.
• Follow up professionally on outstanding customer invoices, document outreach and payment commitments, and elevate overdue balances or disputes to the CFO.
• Assist with accounts payable coordination, credit card and travel expense reconciliation, and organized financial records as needed; keep handoffs and process documentation current.

Experience & Preferences:

• 2+ years of experience as an executive assistant and/or office manager preferred. Candidates with 3+ years in the service industry and strong transferable coordination, customer service, and administrative skills will also be considered.
• Experience supporting a busy executive, coordinating complex travel, or managing competing deadlines is especially valuable. Billing or accounts receivable experience is a plus; full‑cycle deal desk and technical cybersecurity expertise are not required.

Knowledge & Skills:

• Strong working knowledge of Google Workspace, including Gmail, Calendar, Docs, and Sheets; familiarity with Salesforce and QuickBooks preferred.
• Excellent written, phone, and in‑person communication; professional judgment, discretion, and confidentiality.
• Strong organization, attention to detail, comfort with numbers, and reliable follow‑through in a fast‑paced environment.
• A proactive, service‑oriented approach and curiosity about technology; willingness to use approved AI and automation tools while protecting confidential information.
• $70,000-$90,000 annual base salary, commensurate with experience.
• Quarterly discretionary performance bonus opportunity.
• Health, vision, and dental care; 401(k) match of 6%.
• Learning and development opportunities, with opportunities for national and international travel.
• Direct exposure to leadership at the intersection of cybersecurity and AI, based in the Empire State Building.