Office Manager and Personal Assistant to CEO

Advatix, Inc; New York (NY); Hybrid; USD 85,000 - 115,000; Full time

Job summary

Advatix, Inc is seeking an Office Manager and Personal Assistant to the CEO to maintain smooth daily operations and provide high-level executive support in a fast-paced technology environment.

The role splits 40% office operations and 60% executive support, including calendar management, travel planning, and confidential communications. Located in New York City with a hybrid work setting and a salary range of $85,000–$115,000 per year.

Qualifications

• Minimum 3 to 7 years in office management or executive support roles.
• Directly supported C-suite executives with calendar and travel logistics.
• Experience handling confidential information and multiple priorities.

Responsibilities

• Manage day-to-day office operations to ensure an organized, welcoming workplace.
• Coordinate CEO calendar, travel, meetings, and executive communications.
• Prepare agendas, minutes, and briefing materials for leadership.
• Support board and senior leadership meetings with logistics and documentation.

Skills

Microsoft 365

Google Workspace

Slack

Zoom

Calendar management

Travel coordination

Executive support

Discretion

Education

Bachelor's degree

Tools

Vendor management software

Travel planning tools

Job description

Role: Office Manager and Personal Assistant to CEO
HRforGrowth® is engaged as the talent acquisition partner to conduct this search on behalf of a client organization that is hiring for this role. HRforGrowth is not the employer for this position. HRforGrowth identifies, evaluates, and presents top-tier candidates through its global talent acquisition practice; all employment decisions — including final selection, offer terms, compensation, and conditions of employment — are made solely by the hiring organization.

Our Client is seeking an Office Manager and Personal Assistant to the CEO to ensure the smooth day-to-day operation of the office while providing high-level executive support to the CEO.

This role will spend approximately 40% of its time managing office operations and 60% providing executive support. The successful candidate will oversee office operations, vendor relationships, workplace experience, executive scheduling, travel, communications, meetings, and special projects.

This is an opportunity for a highly organized and dependable professional to serve as a trusted partner to the CEO while working across the organization in a fast-paced technology environment. The ideal candidate will be comfortable managing multiple priorities, handling confidential information, and stepping in wherever needed to keep the office and executive operations running smoothly.

Location: New York City, NY
Job Type: Full-Time
Work Setting: Hybrid
Compensation: $85,000 – $115,000 per year
Visa Sponsorship: Not available; U.S. Citizens and Green Card Holders only

Key Responsibilities

Office Management

• Manage the day-to-day operations of the office and ensure a productive, organized, and welcoming workplace.
• Manage relationships with office vendors and service providers.
• Oversee office supplies, facilities, security, maintenance, and workplace experience.
• Coordinate office onboarding logistics for new employees.
• Organize and coordinate office events and activities.
• Coordinate visitors and provide executive-level hospitality.
• Maintain organized office filing systems and records.
• Support other office-related initiatives and responsibilities as needed.

Executive & Personal Assistance

• Manage the CEO's complex calendar and meeting schedule, ensuring priorities are effectively organized.
• Coordinate domestic and international travel, including flights, accommodations, transportation, and detailed itineraries.
• Respond to and prioritize correspondence and communications on behalf of the CEO.
• Prepare meeting agendas, presentations, briefing materials, and other executive documents.
• Attend meetings, take accurate minutes, and track follow-up actions and deliverables.
• Process expenses, approvals, and related administrative documentation.
• Support Board meetings and executive leadership meetings.
• Maintain executive records and confidential information with a high level of discretion.
• Coordinate executive visitors, meetings, and hospitality.
• Provide responsive support when unexpected situations arise, including travel disruptions or last-minute schedule changes.
• Partner with teams across the organization on special projects and strategic initiatives.
• Perform additional administrative and executive support duties as assigned.

Required Qualifications

Experience

• Minimum 3 to 7 years of experience working as an Office Manager, Executive Assistant, Personal Assistant, or in a comparable administrative role.
• Demonstrated track record of directly supporting C-suite executives.
• Broad administrative experience across project coordination, calendar management, travel operations, office administration, meeting support, and executive communications.
• Experience managing multiple priorities and responsibilities simultaneously in a fast-paced environment.
• Experience handling confidential and sensitive information with discretion.

Technical Skills

• Proficiency with Microsoft 365.
• Proficiency with Google Workspace.
• Strong working knowledge of Slack and Zoom.
• Ability to quickly learn and effectively use new workplace and administrative tools.

Soft Skills

• Exceptional organization and time-management skills.
• Strong attention to detail and follow-through.
• Ability to prioritize competing demands and manage multiple deadlines.
• Excellent written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Proactive, dependable, and highly responsive.
• Comfortable operating with limited direction and taking ownership of responsibilities.
• Willingness to provide ad-hoc support when necessary, including responding to unexpected travel or scheduling issues.

Dealbreaker

• Demonstrated professional experience directly supporting C-suite executives is required.

Preferred Qualifications

• Experience working in a high-growth technology company or similarly fast-paced environment.
• Experience in a role requiring significant versatility and the ability to wear multiple hats.
• Background in fast-paced operational environments such as event management, hospitality, restaurant coordination, or similar settings.
• Bachelor's degree.

Ideal Candidate Profile

The ideal candidate is a highly organized, proactive, and discreet professional who combines strong office management capabilities with exceptional executive support skills.

This person should be comfortable managing the details of daily office operations while simultaneously serving as a trusted partner to the CEO. They should be able to anticipate needs, manage complex calendars and travel, coordinate meetings and communications, and keep multiple priorities moving forward without losing attention to detail.

The successful candidate will be an individual contributor who enjoys being hands-on and operational. They should thrive in a fast-paced technology environment, respond calmly to unexpected situations, and be willing to step in wherever needed to support the CEO and broader organization.

Candidates who have demonstrated stability in their career and have successfully managed both executive support and operational responsibilities will be particularly well suited to this opportunity.

Candidate Profile Considerations

• Frequent career moves, particularly multiple consecutive 1–2 year positions without demonstrated progression or stability.
• Highly strategic roles such as Chief of Staff without substantial hands-on administrative and executive-assistant responsibilities.
• Management of large administrative teams rather than hands-on individual-contributor work.
• Experience focused primarily on strategic planning rather than day-to-day executive and office operations.

About HRforGrowth

HRforGrowth is a full-service HR and talent partner built to support companies that are scaling, transforming, or navigating change. HRFG is globally recognized for delivering quality, speed, and cost-effective talent solutions across every level of the workforce. Through its global talent acquisition practice, HRforGrowth applies world class rigor and precision to identifying exceptional professional and executive talent on behalf of its clients — from temporary staffing to permanent hourly workers through to placing C-suite executives. HRforGrowth is presenting this opportunity in its capacity as the retained search partner and does not serve as the employer of record for this position.

Equal Employment Opportunity

In its recruiting and search practices, HRforGrowth does not discriminate on the basis of race, color, religion, national origin, age, marital status, physical or mental disability, sex, sexual orientation, gender, or gender identity, and welcomes applications from all qualified individuals. HRforGrowth evaluates and presents candidates to its clients without regard to any protected characteristic.

HRforGrowth endeavors to advise the hiring organization to comply with all applicable federal, state, and local equal employment opportunity laws — including those enforced by the U.S. Equal Employment Opportunity Commission (EEOC) — in its hiring decisions, terms of employment, and workplace practices.