Executive Assistant & Office Manager
intenseye
Administration, Operations
New York, NY, USA
Posted on Oct 29, 2025
We’re looking for a dynamic, detail-oriented, and adaptable Executive Assistant & Office Manager to provide administrative support to our co-founder/CEO and keep our NYC office running smoothly. This role is a true hybrid: part strategic support, part hands-on operator. You’ll ensure the CEO’s schedule, travel, and communications run seamlessly while creating and maintaining an outstanding office environment for our 40+ team in NYC to thrive.
This is a hybrid role: 3 to 4 days per week in our NYC office at Herald Square, and Fridays work-from-home.
If you love bringing order to fast-moving environments, can pivot gracefully between priorities, and thrive on making things (and people) work better, this is the role for you.
What you'll do - Executive Assistance (50%)
- Calendar support for the CEO: scheduling meetings, protecting focus time, and anticipating needs across shifting priorities.
- Coordinate complex travel: optimize routes, arrange ground transport, hotel check-ins, and day-of contingency plans.
- Push back professionally: protect the CEO’s time by renegotiating low-value tasks and setting clear expectations.
- Prepare agendas, notes, and action summaries for key meetings and ensure follow-up actions are tracked.
- Gate and route inbound CEO email/Slack, draft replies, and escalate only what’s decision-worthy.
- Keep the CEO organized and one step ahead by managing information flow, reminders, and prep materials.
- Welcoming executive hospitality, ensuring an outstanding guest experience for every meeting including room prep, catering, gifts and follow-up.
- Simple errands and pickups tied to the CEO’s workday and meetings.
- Build & maintain best practices, setup systems and processes that creates accountability and brings efficiency to CEO’s day to day.
- Maintain discretion with sensitive information at all times.
What you'll do: Office Management (50%)
- Be the heartbeat of our NYC office: maintaining an inviting, functional, and energized space that enhances our culture.
- Coordinate office catering, snacks, and office supplies to ensure the team has what they need to do their best work.
- Handle office shipping and logistics for our headquarters, including support fulfilling customer orders, equipment, swag and gifts.
- Manage equipment setup and IT coordination for new hires, working with internal teams to ensure smooth onboarding.
- Support planning and logistics for in-office events, team gatherings, and leadership offsites (venue sourcing, booking, setup & execution).
- Maintain up-to-date office documentation and logistics resources.
What you'll bring
- 3+ years of experience as an Executive Assistant or Office Manager, ideally in a fast-paced startup.
- Exceptional organization, communication, and problem-solving skills.A proactive, flexible mindset, ready to jump in wherever needed.
- Tech-savvy and comfortable with tools like Google Workspace, Slack, and Notion.A calm, unflappable demeanor: you stay collected and solution-oriented when priorities shift.
- You take pride in service and polish, and you have a genuine love for creating an environment where people and teams thrive.
- Experience hosting execs, customers and/or investors.(nice to have) event or food & beverage coordination experience and a good understanding of NYC vendor and locations.