Executive Assistant

**6-month contract with a big possibility of extending

Part-time, Monday/Wednesday/Friday

We are seeking a proactive, detail-oriented, and self-motivated Office Coordinator to provide high-level administrative support to our New York City office. The ideal candidate will have exceptional organizational skills, strong communication abilities, and the ability to manage competing priorities with a positive and solution-oriented attitude.

Key Responsibilities:

Team Support:

• Serve as a key member of the administrative team, providing comprehensive support to office staff and leadership in the New York City location.
• Maintain up-to-date records and documentation, ensuring information on SharePoint is accurate and organized.
• Assist in the management of various office documents and internal systems.

Office Operations:

• Oversee day-to-day office operations to ensure a smooth, efficient office environment for all staff.
• Manage office supplies, handle procurement and inventory, and ensure all office spaces, including desks and meeting areas, are properly set up.
• Maintain stocked grocery inventory and ensure kitchen areas are functional and well-equipped.
• Coordinate with the building’s security team to manage badge access, ensuring proper security protocols and maintaining accurate access records.

Event and Meeting Coordination:

• Assist with organizing and executing office events, large meetings, and conferences, including venue selection, catering arrangements, and technological setup.
• Ensure meeting rooms are equipped with necessary tools and kept organized for seamless use.
• Assist with the logistical details of office-wide events or team-building activities.

Collaboration & Support:

• Work alongside other office administrators across the organization to streamline processes, standardize procedures, and share best practices.
• Partner with IT leadership to develop communication strategies and collect user feedback to improve office systems.
• Provide additional administrative support for special projects or requests as needed.
• Be flexible in adapting to changing priorities and unexpected demands, maintaining a positive and professional demeanor at all times.

Qualifications:

• 1-2 years of administrative experience in a professional office environment, ideally supporting senior leadership.
• Excellent organizational skills and attention to detail, with the ability to multitask and meet deadlines.
• Proficiency with Microsoft Office Suite (Outlook, SharePoint, Excel, PowerPoint, and Word), and experience with enterprise platforms such as Workday is a plus.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with discretion and confidentiality.
• Flexible, resourceful, and proactive, with a professional attitude under pressure.

Schedule & Location:

• In-office attendance is required on Monday, Wednesday, and Friday from 9:00 AM to 5:00 PM.
• Additional hours may be required during special events, meetings, or significant office activities, with prior notice.