Executive Assistant & Office Manager New New York, New York, United States

RepeatMD, Inc.; New York (NY); On-site; USD 60,000 - 100,000; Full time

Job summary

An innovative B2B SaaS company in the Aesthetics and Wellness Industry is seeking an exceptional Executive Assistant & Office Manager. This strategic role goes beyond traditional administrative duties, serving as the operational backbone for the executive team. You'll manage complex calendars, coordinate travel, and oversee office operations while ensuring seamless communication between leadership and stakeholders. If you're exceptionally organized, proactive, and passionate about supporting a high-growth environment, this is the perfect opportunity to make a significant impact in a dynamic and expanding organization.

Qualifications

• 7+ years of senior executive support experience.
• Proven success in planning large events and managing office operations.

Responsibilities

• Manage complex calendars and priorities for CEO and ELT.
• Plan and execute company offsites and large-scale corporate events.

Skills

Executive Support

Project Management

Event Planning

Google Workspace

Asana

Problem Solving

Tools

Google Workspace

Asana

Job description

Unlocking the Ageless Revolution for Patients and Practices:

With 1.5 million users, over $1 billion in revenue, and ranking among the Top 200 apps globally, RepeatMD is leading the charge.

Fresh off our Series A, we're expanding into new verticals.

Today, as a B2B SaaS company in the Aesthetics and Wellness Industry, we proudly serve 3,000+ clients across all 50 states—and we're just getting started on going global.

We are looking for those who are passionate to join our mission!

Position Summary

We are seeking an exceptional Executive Assistant & Office Manager to provide high-level, strategic support to our CEO and executive leadership team (ELT). This strategic role goes beyond traditional administrative duties, serving as the operational backbone for our executive team and functioning as a critical liaison between leadership and all internal/external stakeholders. The ideal candidate will be a polished professional who anticipates needs, solves problems proactively, and ensures flawless execution of all executive priorities.

Key Responsibilities

Executive Support

• Manage complex calendars and priorities for CEO and ELT
• Prepare briefings and meeting materials; triage and manage CEO inbox
• Serve as gatekeeper for internal/external comms
• Handle confidential information with discretion
• Proactively resolve scheduling conflicts or priority clashes
  
  

Travel & Logistics

• Book and coordinate all travel (domestic/international), accommodations, and detailed itineraries
• Handle all travel-related expenses, receipts, and reconciliation
  
  

Meeting & Event Management

• Plan and execute company offsites, leadership retreats, board meetings, and large-scale corporate events (100+ attendees)
• Coordinate vendors, venues, logistics, and run-of-show documentation
• Support executive meetings with agendas, note-taking, and action tracking
• Provide onsite support for industry events and trade shows
  
  

Project Management (Admin & Ops)

• Lead ad hoc projects with defined KPIs, timelines, and deliverables using tools like Asana
• Maintain project docs, manage resources and budget, flag risks early

Office Management

• Oversee all NYC office operations: facilities, vendors, supplies, seating, scheduling
• Maintain a professional, compliant, and welcoming environment
• Coordinate office moves and improvements
• Supervise janitorial staff, manage branded merchandise, and support hybrid work protocols
• Plan office celebrations and team engagement events
• Onboard new hires into office systems and procedures
  
  

What We're Looking For

Qualifications

• 7+ years senior executive support experience, including 2+ in high-growth startups (SaaS/tech a plus)
• Mastery of Google Workspace and travel platforms; Asana proficiency a strong plus
• Proven success planning large events and managing office operations
• Willingness to be available after hours and weekends when needed
• Deep NYC knowledge and strong local vendor network is a bonus

You Are

• Exceptionally organized and discreet
• Calm under pressure and a natural problem-solver
• Proactive, emotionally intelligent, and independently driven
• Service-minded with a positive, resourceful attitude

RepeatMD is an Equal Opportunity Employer. We highly value diversity of thought and experience at our company and encourage people of all backgrounds, experiences, abilities and perspectives to apply. We do not discriminateon the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or other protected characteristics.

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