Executive Assistant & Operations Associate - admin / office - administrative job employment

Globalclassifieds; New York, Northern (NY, KY); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Globalclassifieds in New York City is seeking an Executive Assistant & Operations Associate to work directly with the CEO in a hands-on, in-person role. You will support daily priorities, coordinating schedules, documents, and internal communications to keep the business well organized.

The role spans recruiting, onboarding/offboarding, HR administration, and Agile project coordination with the development team, while fostering a proactive, growth-oriented mindset.

Qualifications

• Bachelor's degree or equivalent practical experience.
• 0–3 years of professional experience.
• Strong written and spoken English.
• Strong organizational and communication skills.
• Comfortable working with spreadsheets, documents, email, and web-based applications.
• Comfortable using or learning AI tools such as ChatGPT and Claude.
• Ability to work full-time from our New York City office.
• Recent graduates are encouraged to apply.

Responsibilities

• Organize day-to-day priorities with the CEO.
• Maintain schedules, meetings, priorities, and follow-ups.
• Coordinate recruiting, onboarding, and HR processes.
• Organize tasks in the project-management system and ensure clear ownership.
• Coordinate sprint planning and Agile/ Scrum workflows.
• Prepare concise status updates for the CEO.

Skills

English proficiency

Organizational skills

Communication skills

AI tools literacy

Fast learner

Education

Bachelor's degree or equivalent practical experience

Tools

Jira

Linear

ClickUp

Asana

Trello

Job description

Executive Assistant & Operations Associate - admin / office - administrative job employment

Location: New York City — 100% In-Person

Employment Type: Full-Time

Salary: $50,000–$70,000 per year

Experience Level: Entry-Level / Early Career

Schedule: Monday–Friday, in office

About the Role

We are a small technology company looking for a highly organized, resourceful, and dependable Executive Assistant & Operations Associate to work directly with the CEO and help keep the company running smoothly.

This is a broad, hands-on position for someone who wants to learn how a growing technology company operates from the inside.

You will work across several areas of the business, including:

• Executive support
• Recruiting and HR
• Employee onboarding and offboarding
• Scrum and sprint planning
• Project and task management
• General business operations

Because we are a small company, this is not a narrowly defined corporate position. Priorities change, new problems appear, and everyone occasionally needs to step outside their formal job description.

We are looking for someone who is comfortable learning, taking ownership, following through, and helping wherever needed.

This role is particularly suitable for a recent graduate or early-career professional who is ambitious, organized, coachable, and interested in developing broad business and management experience.

What You'll Do

Executive Support

You will work closely with the CEO to help organize and execute day-to-day priorities.

Responsibilities include:

• Maintain schedules, meetings, priorities, and follow-ups.
• Track important action items and deadlines.
• Prepare documents, spreadsheets, reports, and internal materials.
• Organize information needed for meetings and decisions.
• Follow up with employees, contractors, applicants, and vendors.
• Help coordinate administrative and operational projects.
• Research problems and possible solutions when new issues arise.
• Help make sure important tasks do not fall through the cracks.

The objective is simple: help the CEO spend less time on administrative coordination and more time on the highest-value areas of the business.

You will help manage our recruiting and employee administration process.

Responsibilities include:

• Create and publish job postings.
• Review resumes and incoming applications.
• Schedule interviews.
• Communicate with candidates throughout the hiring process.
• Maintain an organized applicant pipeline.
• Coordinate offers and hiring documentation.
• Prepare employee and contractor onboarding.
• Make sure new team members receive the accounts, documentation, and information they need.
• Coordinate employee and contractor offboarding.
• Maintain internal HR documents and records.
• Help improve recruiting, onboarding, and offboarding procedures.

Over time, you may take increasing ownership of our recruiting and people-operations processes.

Our development team works remotely and follows an Agile/Scrum-style workflow.

You will help keep the team organized and make sure priorities are translated into clear weekly work.

Responsibilities include:

• Coordinate with developers and other remote team members.
• Help prepare weekly and sprint priorities.
• Organize tasks in our project-management system.
• Make sure tasks have clear owners, priorities, and expected outcomes.
• Participate in sprint-planning meetings.
• Help organize Scrum meetings and team check-ins.
• Track tasks throughout the sprint.
• Identify stalled or overdue tasks.
• Follow up with team members regarding blockers and deadlines.
• Maintain visibility into what everyone is currently working on.
• Prepare concise status updates for the CEO.
• Help carry unfinished or reprioritized work into future sprints.

You do not need to be a software developer.

You do need to be comfortable learning enough about our products and development process to understand what the team is working on and keep projects organized.

Previous Scrum experience is helpful but not required. We can teach you our process.

What We're Looking For

We are not looking for someone with ten years of experience.

We are looking for someone with the ability and attitude to grow into significant responsibility.

The right candidate is:

• Highly organized.
• Reliable and punctual.
• Detail-oriented.
• Comfortable managing multiple priorities.
• Able to communicate clearly and professionally.
• Comfortable working directly with a founder/CEO.
• Comfortable following up with people when work needs to be completed.
• Able to learn unfamiliar software quickly.
• Resourceful and capable of doing independent research.
• Comfortable making reasonable decisions without having every step prescribed.
• Willing to ask questions when something is unclear.
• Receptive to feedback and coaching.
• Comfortable working in a fast-changing small-company environment.
• Willing to handle both important projects and routine administrative work.
• Interested in technology, business, operations, or entrepreneurship.

Qualifications

Required

• Bachelor's degree or equivalent practical experience.
• 0–3 years of professional experience.
• Strong written and spoken English.
• Strong organizational and communication skills.
• Comfortable working with spreadsheets, documents, email, and web-based applications.
• Comfortable using or learning modern AI tools such as ChatGPT and Claude.
• Ability to work full-time from our New York City office.

Recent graduates are encouraged to apply.

Helpful, But Not Required

Experience or familiarity with any of the following is a plus:

• Scrum or Agile software development.
• Jira, Linear, ClickUp, Asana, Trello, or similar tools.
• Recruiting or applicant tracking systems.
• HR or employee onboarding.
• Project coordination.
• Working with remote employees or contractors.
• AI productivity tools.

We do not expect an entry-level candidate to already know all of these systems.

We expect you to be capable of learning them.

Compensation

Base salary: $50,000–$70,000 per year

The specific offer will depend on relevant experience, demonstrated ability, communication skills, and the level of responsibility the candidate is prepared to assume.

Who Should Apply

This position may be a good fit if you are early in your career and want exposure to many different parts of a business rather than immediately specializing in one narrow area.

A typical day might include reviewing job applicants in the morning, coordinating a development sprint, preparing information for the CEO, onboarding a new contractor, researching a business problem, and following up with remote developers before the end of the day.

This role probably will not be a good fit if you:

• Want a narrowly defined job with very predictable responsibilities.
• Need detailed instructions for every task.
• Are uncomfortable following up with other people.
• Strongly prefer remote work.
• Want to specialize immediately in one specific function.
• Are uncomfortable with priorities changing as the company evolves.