Personal Assistant & Operations Executive | New York | Hybrid

Better Placed; New York (NY); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Better Placed in New York is seeking a Personal Assistant & Operations Executive to support the Managing Director and collaborate with global People, Finance and leadership teams.

You will shape the employee experience, manage office operations, coordinate onboarding and events, and ensure the business runs smoothly in a fast-paced, creative environment. This role rewards ownership and strong communication, with opportunities to grow across HR and finance functions.

Qualifications

• Experience in office management, operations, HR administration, finance support or executive assistance.
• Strong organisational, communication, and discretion.
• Comfortable coordinating with global teams and internal stakeholders.
• Experience with payroll, benefits, and US payroll familiarity is valued.

Responsibilities

• Support day-to-day office operations, facilities, IT, suppliers, and events.
• Coordinate onboarding, offboarding, and recruitment administration; assist with payroll changes and benefits.
• Manage calendars, travel, meetings, and coordination with global teams.
• Assist with financial processes, supplier payments, and vendor management.

Skills

Office management

Executive support

Payroll knowledge

HR administration

Calendar management

Stakeholder comms

Tools

Google Workspace

Microsoft Office

Slack

HRIS

Job description

Personal Assistant & Operations Executive | New York | Hybrid

An exciting opportunity to join a dynamic, international creative agency in New York, taking on a pivotal role at the centre of its people, operations and culture.

Working directly with the Managing Director and collaborating with global People, Finance and leadership teams, you’ll help shape the employee experience and ensure the business runs seamlessly behind the scenes. From welcoming new starters and supporting financial processes to keeping the office buzzing and helping bring team initiatives to life, no two days will look the same.

This is a fantastic opportunity for an ambitious, proactive all-rounder who loves variety, enjoys taking ownership and wants to become a go-to person within a fast‑paced, creative environment.

What you’ll be doing

People & Employee Experience

• Be a trusted first point of contact for employees, helping create a positive, supportive and engaging workplace.
• Coordinate onboarding and offboarding, employee documentation, equipment, system access and recruitment administration.
• Support benefits, payroll changes, employee records, leave administration and performance review processes as you develop within the role.
• Partner with the global People team on employee initiatives, learning and development, and wider people projects.

Finance & Business Operations

• Support day-to-day finance administration, including purchase orders, invoices, approvals, expenses and supplier payments.
• Track company cards, employee allowances, subscriptions and recurring costs, helping maintain accurate records and efficient processes.
• Work with account leads to monitor out-of-pocket budgets across New York client accounts.
• Liaise with global Finance and Accounts Payable teams to resolve queries and keep processes moving.
• Work closely with the Managing Director and local leadership team, providing hands‑on support across a variety of business priorities.
• Coordinate calendars, meetings, travel arrangements, client events and team activities.
• Keep track of important deadlines, contract renewals, actions and key agency milestones.
• Support presentations, internal communications and wider business projects, acting as a key link between New York and international offices.

Office Management & Agency Culture

• Take ownership of the day‑to‑day office experience, coordinating facilities, IT, suppliers, meeting rooms, catering and team lunches.
• Help organize agency socials, celebrations, wellbeing activities and events that bring the team together.
• Build strong relationships with building management and external providers, ensuring the office is organized, welcoming and running smoothly.
• Play an active role in creating an environment where people feel supported, connected and able to do their best work.

Wider Business Administration

• Maintain important contracts, business records, registrations and compliance documentation.
• Coordinate client and vendor onboarding requirements, insurance documentation and supplier relationships.
• Work collaboratively with global teams to ensure local processes are completed accurately and on time.

What you’ll bring

You’ll be highly organized, naturally proactive and someone who enjoys being the person others rely on. Comfortable moving between different responsibilities, you'll bring a solutions-focused mindset, excellent communication skills and the confidence to take ownership in a fast‑moving environment.

We’re keen to hear from people with experience across office management, business operations, HR administration, finance support, executive assistance or a similarly varied coordination role.

You’ll ideally bring:

• Excellent organisation and attention to detail, with the ability to manage multiple priorities.
• A hands‑on, can‑do attitude and the confidence to spot opportunities to improve how things are done.
• Strong interpersonal skills and the ability to build relationships across all levels of a business.
• Discretion and professionalism when handling sensitive employee and commercial information.
• A collaborative approach and the flexibility to support wherever the business needs you.

Experience in a creative agency or fast‑growth business would be particularly valuable. Familiarity with US payroll, benefits, HR systems or finance processes would also be beneficial, although the opportunity offers scope to develop your experience across these areas.

For further information please contact [e-mail]