Executive Assistant & Office Manager, New York

Role

The Executive Assistant & Office Manager will manage the calendars, travel, and communications for 3-4 leadership team members, as well as oversee the smooth operation of the New York office environment. This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling both executive and office management duties with discretion and professionalism.

• Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties;

• Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace;

• Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands;

• Greet clients and internal/external visitors, promptly addressing or directing inquiries;

• Assist in organizing, scheduling, and executing onsite events;

• Handle incoming and outgoing phone calls, both internal and external.

• Manage leadership team members' calendars and provide executive assistant support, namely:

• Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.

• Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability;

• Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;

• Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction;

• Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally;

• Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures;

• Ensure strict confidentiality at all times.

• Availability to work at the New York office 5 days a week (9 am to 5 pm typically);

• 3+ years of experience as an Executive Assistant and/or Office Manage;

• Strong verbal and written communication skills in both Portuguese and English;

• Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.

What we would love to see

• Consulting background (law firm, banks) or start-up background;

• Experience with Zip, Concur, Notion, Slack, and Navan.

• This range includes base, variable and equity

• Comprehensive health, dental and vision insurance*

• Life and AD&D Insurance*

• Financial advisory services*

• Supplemental Insurance Benefits (Accident, Hospital and Critical Illness)*

• Health Savings Account*

• Equity shares*

• Discretionary PTO plan*

• Parental leave*

• 401(k)

• Flexible working hours

• Remote-first company

• Paid company holidays

• Free digital therapist for you and your family

• Eligibility: Full-time employees regularly working 25+ hours per week