Office Manager and Personal Assistant to the CEO

Talent Mappers; New York (NY); On-site; USD 85,000 - 115,000; Full time

Job summary

Talent Mappers is seeking an experienced administrative professional to provide executive & personal support to the CEO in a fast-paced environment. The role combines calendar management, travel coordination, and high-level office operations to enable strategic leadership.

The candidate will collaborate across teams, manage sensitive information with discretion, and contribute to organizational projects and events. A strong emphasis on proactive problem-solving and independent work is essential.

Qualifications

• 3–7 years of professional experience in Office Management, Executive or Personal Assistance.
• Proven experience supporting a senior executive or CEO in a fast-paced environment.
• Experience managing complex calendars and domestic/international travel.
• Broad administrative and operational experience, including project coordination and vendor management.
• Strong project management and organizational skills with the ability to handle multiple priorities.
• Excellent written and verbal communication skills.
• Attention to detail and follow-through.
• Ability to handle confidential information with discretion.
• Independent, proactive problem-solving and anticipation of needs.

Responsibilities

• Manage the CEO's calendar, meetings, appointments, and prioritization.
• Coordinate domestic and international travel logistics and itineraries.
• Monitor correspondence and prepare briefing materials.
• Attend meetings, take minutes, and track follow-ups.
• Support Board and executive leadership meeting logistics.
• Process expenses, invoices, reimbursements, and approvals.
• Maintain executive records and filing systems.
• Coordinate visitors and executive hospitality.
• Handle confidential information with discretion.
• Partner with teams on strategic initiatives and special projects.
• Provide after-hours support for travel changes or urgent scheduling.

Skills

Years of experience

Calendar management

Travel coordination

Executive support

Office operations

Vendor management

Discretion & confidentiality

Independent problem solving

Job description

Key Responsibilities

Executive & Personal Support to the CEO | ~60%

• Manage the CEO's complex and frequently changing calendar, including meetings, appointments, and scheduling priorities.
• Coordinate domestic and international travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Monitor and prioritize correspondence and communications on behalf of the CEO.
• Prepare meeting agendas, presentations, briefing materials, and other executive documents.
• Attend meetings as needed, take detailed minutes, and track follow-up actions and deliverables.
• Coordinate and provide logistical support for Board and executive leadership meetings.
• Process expenses, invoices, reimbursements, and approvals.
• Maintain executive records, documents, and filing systems.
• Coordinate visitors, meetings, and executive hospitality.
• Handle sensitive and confidential business and personal information with a high level of discretion.
• Anticipate the CEO's needs and proactively address scheduling, travel, and administrative issues.
• Partner with teams across the organization on strategic initiatives and special projects.
• Provide ad-hoc support when time-sensitive situations arise, including occasional after-hours assistance related to travel changes or urgent scheduling needs.

Office Management | ~40%

• Manage the day-to-day operations of the office and ensure a professional, organized, and welcoming environment.
• Manage relationships with office vendors, service providers, and building management.
• Oversee office supplies, facilities, security, maintenance, and general workplace needs.
• Coordinate onboarding logistics for new employees, including workspace and office access.
• Plan and coordinate office events, team activities, meetings, and company gatherings.
• Manage office-related administrative processes and documentation.
• Identify opportunities to improve office procedures, organization, and employee experience.
• Serve as a primary point of contact for office-related questions and operational needs.
• Perform additional administrative and operational responsibilities as needed.

Qualifications

• 3–7 years of professional experience in Office Management, Executive Assistance, Personal Assistance, or a combination of these responsibilities.
• Demonstrated experience supporting a senior executive or CEO in a fast-paced professional environment.
• Strong experience managing complex calendars and domestic/international travel.
• Broad administrative and operational experience, including project coordination, meeting preparation, expense management, office operations, and vendor management.
• Strong project management and organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Exceptional attention to detail and follow-through.
• Strong judgment and ability to handle confidential information with discretion.
• Comfortable working independently, anticipating needs, and solving problems proactively.

Why This Role

This is an opportunity for an experienced administrative professional to take on a highly visible and trusted position with significant exposure to the CEO and leadership team. The role is well suited for someone who enjoys combining executive support, problem-solving, project coordination, and office operations and wants to become an integral part of a growing organization.

The salary for this position is between $85-115k