Executive Assistant / Office Manager / Event Coordinator

Rove; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Rove in New York City is seeking an Executive Assistant / Office Manager / Event Coordinator to support our leadership team and keep the NYC office running smoothly. This hands‑on, in‑person role wears multiple hats—from calendar management to event planning and vendor coordination.

The ideal candidate is highly organized, proactive, and comfortable taking ownership of logistics, travel, and day‑to‑day operations, with exceptional communication and discretion. Immediate start.

Qualifications

• 2–5+ years in executive assistance, office management, events or related roles.
• Exceptional organizational and time‑management skills.
• Strong attention to detail and ability to manage multiple priorities.
• Comfortable operating independently with limited oversight.
• Excellent written and verbal communication skills.
• Strong judgment and discretion with confidential information.
• Calm, flexible, and solutions‑oriented when plans change.
• Able to work directly with executives and senior external partners.
• Experience managing vendors, travel, events, or office operations preferred.
• Proficiency with Google Workspace, Slack, calendar management, spreadsheets and typical workplace tools.

Responsibilities

• Manage calendars, meetings, scheduling, and day‑to‑day priorities for executives.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and reservations.
• Organize meetings and ensure executives have necessary information and materials.
• Handle expense reports, receipts, reimbursements, and other admin tasks.
• Assist with email, correspondence, document prep, and follow‑ups.
• Track deadlines, commitments, and action items.
• Coordinate with internal teams, external partners, vendors, and guests.
• Handle sensitive information with discretion.
• Anticipate executive needs and resolve scheduling/logistical issues.
• Assist founders with personal/miscellaneous tasks.

Skills

Organizational skills

Time management

Communication

Discretion

Independence

Vendor coordination

Tools

Google Workspace

Slack

Spreadsheets

Calendar management

Job description

About the Role

We’re looking for a highly organized, proactive, and resourceful Executive Assistant / Office Manager / Event Coordinator to support our leadership team and keep our NYC office running smoothly. This is a hands‑on, in‑person role for someone who thrives in a fast‑moving environment and enjoys wearing multiple hats. You’ll manage executive scheduling and logistics, oversee the day‑to‑day office experience, and help plan and execute company events, team gatherings, and external activations. The ideal candidate is exceptionally organized, anticipates needs before they arise, communicates clearly, and is comfortable taking ownership of everything from a complicated calendar to a last‑minute event request.

Responsibilities

Executive Support

• Manage calendars, meetings, scheduling, and day‑to‑day priorities for executives
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and reservations
• Organize meetings and ensure executives have the information and materials they need in advance
• Handle expense reports, receipts, reimbursements, and other administrative tasks
• Assist with email, correspondence, document preparation, and follow‑ups as needed
• Track deadlines, commitments, and action items
• Coordinate with internal teams, external partners, vendors, and guests
• Handle sensitive and confidential information with discretion
• Anticipate executive needs and proactively resolve scheduling or logistical issues
• Personal/miscellaneous task assistance to the founders

Office Management

• Own the day‑to‑day operations of the NYC office
• Maintain a welcoming, organized, and well‑stocked workspace
• Manage office supplies, snacks, equipment, deliveries, mail, and vendor relationships
• Coordinate repairs, maintenance, cleaning, building access, and other facilities needs
• Serve as the primary point of contact for building management and office vendors
• Help onboard new employees, including workspace setup, equipment coordination, and office orientation
• Coordinate team lunches, celebrations, meetings, and other employee experiences
• Identify and implement ways to improve office operations and team experience

Events & Experiences

• Plan and execute company events, launch events, dinners, team outings, retreats, conferences, and community activations
• Research and source venues, restaurants, caterers, entertainment, transportation, and other vendors
• Manage event budgets, quotes, contracts, timelines, guest lists, RSVPs, and logistics
• Coordinate with marketing, leadership, partners, and external vendors on event execution
• Manage on‑site setup, check‑in, vendor coordination, troubleshooting, and breakdown
• Help develop creative event concepts and memorable guest experiences
• Coordinate travel and logistics for off‑sites and company retreats
• Be available for occasional evening or weekend events when required

Qualifications

• 2-5+ years of experience in executive assistance, office management, events, hospitality, operations, or a similar role preferred
• Exceptional organizational and time‑management skills
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Comfortable operating independently with limited oversight
• Excellent written and verbal communication skills
• Strong judgment and discretion when handling confidential information
• Ability to remain calm, flexible, and solutions‑oriented when plans change
• Comfortable working directly with executives and senior external partners
• Experience managing vendors, travel, events, or office operations strongly preferred
• Proficiency with Google Workspace, Slack, calendar management, spreadsheets, and other common workplace tools
• Familiarity with New York City venues, restaurants, vendors, and logistics is a plus
• Hospitality mindset and willingness to jump in wherever needed

What Success Looks Like

• Executive calendars, travel, and logistics operate smoothly with minimal intervention
• Office needs are identified and addressed before they become problems
• Employees and visitors consistently have a polished, welcoming office experience
• Events are well‑organized, on‑budget, and executed seamlessly
• Leadership can confidently hand off logistical and operational projects knowing they will be completed
• You become the person the team relies on to make things happen

Who You Are

You’re someone who notices when the conference room is missing something, remembers that an executive has a flight immediately after a meeting, catches a scheduling conflict before anyone else does, and can turn a loose idea for an event into a fully executed experience. You’re comfortable doing both high‑level coordination and unglamorous operational work. No task is too small when it needs to get done, and you take pride in making complicated things feel effortless for everyone else.

This role is based in New York City and requires in‑person attendance five days per week.

Experience: Not required
Employment: Full-time
Salary: $60,000 – $80,000 yearly
Starting time: Immediate start!

About Rove

It makes travel accessible.