Office Manager & EA to the CEO

Manifest OS; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

Manifest OS in New York’s Flatiron district seeks an in-person Executive Assistant to the CEO, owning the calendar, coordinating travel, and managing the look, feel, and rhythm of our space with discretion and warmth.

This role blends executive support with office operations: you’ll keep vendors, supplies, and team experiences organized, host visitors, assist onboarding, plan small celebrations, and respond calmly to last-minute changes so the day runs smoothly.

Qualifications

• 1–2 years in executive support, office coordination, or operations.
• Ability to juggle a busy calendar and coordinate logistics without dropping details.
• Discretion with sensitive information is essential, especially in an immigration-focused company.

Responsibilities

• Manage a busy, shifting calendar including scheduling and rescheduling.
• Coordinate end-to-end travel: flights, accommodations, ground transport, itineraries.
• Triage the CEO’s inbox, prep meeting materials, and keep things moving.
• Handle sensitive information with care and discretion.
• Take on ad hoc administrative tasks with good follow-through.
• Stay reachable for urgent matters and calm when plans shift.
• Own office operations: vendors, supplies, maintenance, and relationships.
• Keep common areas organized, stocked, and guest-ready.
• Coordinate logistics for team visitors and meetings.
• Support team events, celebrations, and in-office rituals.
• Handle new hire setup and welcome experiences.

Skills

Calendar management

Logistics coordination

Discretion

Attention to detail

Hospitality

Calm under pressure

Process systems

Job description

About The Role

This role is the operational backbone of our Flatiron office and the person who keeps our CEO’s day running without friction. You’ll manage a busy calendar, coordinate logistics, and own the look, feel, and rhythm of our space as we grow. It’s a high-trust, high-visibility role for someone who is energized by getting things done — someone who takes real pride in execution and loves being the person who has it handled. This role is fully in-person, 5 days a week, at our Flatiron office.

What We’re Looking For

• 1–2 years of experience in an executive support, office coordination, or operations role — startup experience a plus but not required.
• Proven ability to juggle a busy calendar and coordinate logistics without dropping details.
• Discretion and maturity with sensitive, confidential information (at an immigration company, this matters even more than usual).
• Sharp attention to the small things and the kind of pride that fixes them before anyone asks.
• Genuine warmth and a love of hospitality, plus the creativity to make everyday moments feel special.
• Calm under pressure and comfortable with last-minute changes and competing priorities.
• An operator’s instinct: you’d rather build a system than scramble the same fire twice.

What You’ll Do

This role has two halves, and the right person is genuinely excited by both. Half your time goes to keeping the CEO’s world organized and running. The other half goes to making the office a place the whole team loves coming to.

Executive Support:

• Manage a busy, shifting calendar — scheduling, rescheduling, and flagging conflicts before they become problems.
• Coordinate travel end to end: flights, accommodations, ground transport, and itineraries so the CEO can step off a plane and into the next thing.
• Help manage the CEO’s inbox: triage communications, prep meeting materials, and keep things moving.
• Handle sensitive and confidential information with care and discretion.
• Take on ad hoc administrative tasks with good follow-through and instincts about when to ask and when to just handle it.
• Stay reachable for urgent matters and stay calm when plans shift.

Office & Team Experience:

• Own everything that makes the office run: vendors, supplies, maintenance, deliveries, and building relationships.
• Keep the kitchen, common areas, and shared spaces organized, stocked, and guest-ready every day.
• Coordinate logistics for team visitors, from meeting setup to in-office hospitality.
• Support the planning of team events, celebrations, and in-office rituals that build connection.
• Handle new hire day-one setup and welcome experiences so every person feels at home from the start.
• Surprise and delight the team with thoughtful touches — birthdays, milestones, or just because.
• Help track facilities and team experience budgets.
• Keep looking for small ways to improve the space and the systems that keep it running.

This Is For You If…

You take real pride in being the person who has it handled. You read a calendar a few moves ahead, you notice the supply closet is running low before anyone mentions it, and you get quiet satisfaction from a day where everything ran smoothly because you made it run smoothly. You’re equally happy nailing the logistics of a CEO’s week and dreaming up the small touch that makes someone’s birthday actually feel special. You want to help build a place people love coming to — and you’d rather be in the room than behind a screen.

This Is Not For You If…

This role isn’t right for you if you prefer a narrow job where work comes to you fully defined. If last-minute changes throw you off rather than focus you, or if you’re uncomfortable moving between executive support and hands-on office tasks in the same hour, this will be a hard fit. This is an execution and ownership role — not a strategy or project‑leadership seat. And since it’s 5 days in-office, it’s not the right fit if you’re looking for flexibility on location.