Executive Assistant / Office Manager

  • Location
    New York, New York
  • Job type
    Direct Hire
  • Category
    Business Operations and Management - Administration

Provide administrative and business support to Managing Director, Country Operations Manager and regional senior leadership team.
Manage a busy and ever-evolving calendar, proactively predicting when schedules are likely to change and making adjustments where necessary. This includes ensuring stakeholders know exactly what’s happening and when, along with rescheduling complex meeting and travel itineraries at short notice.
Co-ordinate sophisticated international and domestic travel itineraries and administer the timely procurement of visas and other travel documentation. Provide detailed travel itineraries and ensure that relevant business material pertaining to each trip is collated and presented well ahead of time.
Prudently handle confidential and highly sensitive information on a regular basis, and act as a discreet sounding board for the Country Managing Director and other colleagues.
Work closely with other Executive Assistants and Administrative Assistants throughout global business. This includes partnering with them to coordinate global schedules and make necessary arrangements for meetings, video conferences and conference calls.
Build and maintain co-operative relationships with key stakeholders and colleagues at all levels, both internally and externally.

Office Manager

Manage New York office and be the point-person for all the office needs, including maintenance, mailing, shipping and equipment etc.
Develop and oversee new and existing relationships with office vendors to reduce costs and maximize benefits.
Purchase office supplies, refreshments and equipment and maintain proper stock levels.
Greet visitors, answer incoming phone calls and deliver world-class service to customers.
Act as the primary contact for building management and security.
Partner with HR to maintain office policies as necessary, including health, safety and environment (HSE) regulations.
Be responsible for ensuring meeting rooms, kitchen, lobby and office working areas are in order.
Provide other general administration as necessary.


3+ years working as an Executive Assistant.
Some Office Manager experience also preferred.
Able to demonstrate high proficiency in Microsoft Office products including Outlook, Excel, PowerPoint and Word.
Excellent time management skills and ability to multi-task and prioritize work.
Proven ability to work to tight deadlines in a fast-paced environment.
Pleasant and calm to work with, even when under pressure.
Excellent written and verbal communication skills.
Confident and friendly when communicating with people of all levels.

Reasoning Ability:

Strong reasoning and problem solving skills required
Must be able to construct solutions from various information sources

Physical Demands & Work Environment (The physical and environmental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

Standard city office environment, requiring sitting, using standard computer, typing, reading documents and computer screens.
Travel is not likely

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Reference number US_EN_2_027647_136372