Executive Assistant/Office Manager

Job Overview
We are seeking a dynamic and highly organized Executive Assistant/Office Manager to join our team. This pivotal role combines high-level administrative support with comprehensive office management, ensuring smooth daily operations and seamless coordination across departments. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional organizational skills, and possess a proactive attitude to support executive leadership and maintain an efficient office atmosphere. This paid position offers an exciting opportunity to contribute to a vibrant organization committed to excellence and growth.

Duties

• Provide comprehensive executive administrative support, including calendar management, email correspondence, and meeting coordination using tools like Microsoft Outlook Calendar and Google Workspace.
• Manage office operations efficiently by overseeing supply inventories, coordinating maintenance, and ensuring the workspace remains organized and welcoming.
• Assist with event planning for company meetings, team-building activities, and community outreach events, handling logistics from venue booking to material preparation.
• Perform bookkeeping and data entry tasks utilizing QuickBooks and other accounting software to maintain accurate financial records.
• Support project coordination efforts by tracking deadlines, preparing reports, and facilitating communication among team members.
• Handle front desk responsibilities such as greeting visitors, managing multi-line phone systems with professional phone etiquette, and directing calls appropriately.
• Conduct clerical duties including proofreading documents, transcription of meetings or notes, filing, and maintaining organized digital and physical records.
• Utilize office software proficiency in Microsoft Office Suite and Google Workspace for creating presentations, spreadsheets, and documents as needed.
• Support personal assistant tasks for executives such as travel arrangements, personal scheduling, and confidential correspondence.

Skills

• Exceptional organizational skills with the ability to multitask efficiently in a busy environment.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Calendar), and office management tools like DocuSign.
• Proven experience in executive administrative support combined with office management responsibilities.
• Skilled in event planning, project coordination, bookkeeping (QuickBooks), and data entry.
• Excellent typing speed with high accuracy; capable of proofreading and transcription tasks.
• Outstanding communication skills with professional phone etiquette across multi-line phone systems.
• Demonstrated ability to handle clerical tasks such as filing, record keeping, and front desk operations with attention to detail.
• Computer literacy across various platforms with a focus on office productivity tools and customer service excellence.
• Experience in customer service roles or as a personal assistant is highly desirable for providing personalized support at all levels of the organization. This role is ideal for a motivated individual eager to make a meaningful impact through efficient office management combined with executive support functions. Join us to be part of an energetic team dedicated to operational excellence!

Equal Opportunity Statement:NYC Traumatic Brain Injury Center is an equal opportunity employer committed to providing a workplace free from discrimination and harassment, offering equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, veteran status, or any other characteristic protected by law.

Pay: $57,815.95 - $69,627.81 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person