Office Coordinator/Executive Assistant

Beacon Hill Staffing Group; New York (NY); On-site; USD 77,000 - 94,000; Full time

Job summary

Beacon Hill Staffing Group is seeking a Temp to Perm Office Administrator/Executive Assistant for a Manhattan corporate advisory client. The role is in-office 5 days a week, 8:30am–5:30pm, with occasional remote Mondays and overtime flexibility.

Responsibilities include running day-to-day operations, supporting Managing Directors with travel and expense reports, coordinating meetings, and assisting with marketing tools like HubSpot and BigTime. Compensation is up to $85K.

Qualifications

• 2+ years in corporate admin, office admin or executive assistant roles.
• Hands-on office upkeep and willingness to roll up sleeves.
• Strong detail orientation with excellent organization and communication.
• Able to support multiple people and shift priorities, with flexibility.

Responsibilities

• Run day-to-day office operations; keep kitchen, conference rooms and common areas organized.
• Manage supplies, vendor orders, mail, packages and facilities needs.
• Support Managing Directors with calendars, travel (domestic/international) and expense reports.
• Coordinate in-office meetings, guest access, catering and materials.
• Operate time-tracking and CRM tools (BigTime, HubSpot, Notion) as required.
• Assist marketing with events and business development activities; support HubSpot usage.
• Run errands and take on ad-hoc projects as needed.

Skills

Attention to detail

Organizational skills

Communication skills

Flexible / adaptable

Multitasking

Tools

HubSpot

BigTime

Notion

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing. Our client, a corporate advisory firm in Manhattan, is looking for a Temp to Perm Office Administrator/Executive Assistant to join their team. This is a hands-on role for someone who likes keeping a busy office running smoothly and doesn't mind rolling up their sleeves. The role starts as soon as possible. It is in office 5 days a week, from 8:30am to 5:30pm, with occasional remote Mondays and flexibility for overtime as needed. Compensation is up to $85K.

Responsibilities:

• Run day-to-day office operations, including keeping the kitchen, conference rooms, reception and common areas stocked, clean and organized.
• Manage supplies, inventory, vendor orders, mail and packages, and handle equipment, maintenance and facilities needs.
• Support several Managing Directors with calendars, domestic and international travel, reservations and expense reports.
• Coordinate in-office meetings, including conference rooms, guest access, catering and meeting materials.
• Work with the firm's time-tracking system (BigTime), including time entries, engagement setup, and reporting.
• Keep internal resources and training documents up to date (Notion).
• Support the marketing team with the firm's frequent events and business development activities, as well as help manage HubSpot, with expanded coverage as needed by the Marketing Team.
• Run occasional errands and take on ad-oc projects as needed.

Qualifications:

• 2+ years of corporate administrative, office administration or executive assistant experience
• A "no task too big or small" mentality, and comfort with hands-on office upkeep
• Strong attention to detail, with strong organizational and communication skills
• Flexible and adaptable, and able to support multiple people and shift priorities
• Event coordination experience is a plus
• Experience with HubSpot, BigTime, Notion or similar CRM, time-tracking and knowledge-management tools is a plus
• Willingness to learn

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you. Beacon Hill. Employing the Future (TM)