administrative assistant

executive assistant

executive administrative assistant Jobs in New York

executive administrative assistant

office manager

administrative assistant and office manager Jobs in New York

office administrator

WDF Inc

<div>***Applicants must be eligible to work in the United States without visa sponsorship now or in the future***
***NO STAFFING AGENCY CANDIDATES WILL BE CONSIDERED FOR THIS POSITION***
The expected hourly range for this position is $30.00 - $35.00 depending upon experience.
Tutor Perini O&amp;G Joint Venture is the company selected to execute construction of the Manhattan Jail Project in New York. Tutor Perini O&amp;G JV is seeking an Office Administrator to join the project in Manhattan, NY
About Manhattan Jail Project
Extraordinary Projects, Exceptional Performance
The $3.8B project scope includes design and construction of a new state-of-the-art facility that will have dedicated space for on-site services and programming, indoor and outdoor recreation, food services, staff offices and facilities, amenities, below-grade accessory parking, and a secured entry.
The new facility will contain 1,040 beds and provide 125 accessory parking spaces below grade for all staff and service providers. In addition, the facility will provide 20,000 square feet of community and commercial space on the ground floor.
Extraordinary Projects need Exceptional Talent
DESCRIPTION:
As a Office Administrator at Tutor Perini, reporting to Senior Project Manager you will have the opportunity to:
<ul><li>Act as liaison for the project; respond to requests, answer the phone and greet visitors onsite
</li><li>Provide general support for site visitors
</li><li>Maintain the field office services and supplies including office supplies, office equipment and employee supplies
</li><li>Scheduling of office spaces and maintenance of seating charts and signage
</li><li>Coordinate any office repairs or maintenance necessary
</li><li>Aid with onboarding new employees and ensuring they have all the equipment and access needed for success
</li><li>Run project reports as required for the project team and for record purposes
</li><li>Aid in compiling backup and support documentation as required to aid with the submission of the monthly invoice to the client and other submissions as needed
</li><li>Route Documents for approvals and signatures using Sign-Now electronic signature processes
</li><li>Process Expense reports and credit cards for project Mgmt. team
</li><li>Co-ordinate travel and accommodation arrangements when necessary
</li><li>Completion and tracking of new employee access and equipment transfer requests
</li><li>Assemble and file necessary documentation for archiving along with the project team at the end of the project
</li></ul>REQUIREMENTS:
<ul><li>Education: High school diploma required, Associate&rsquo;s degree preferred
</li><li>Construction industry experience preferred, but not required. Office experience highly desired.
</li><li>Ability to effectively communicate and participate actively in a critical role as part of a team environment
</li><li>Manage multiple tasks, produce quality work on time-sensitive deadlines while remaining flexible and able to pivot between tasks as needed
</li><li>Ability to establish and maintain relationships with key stakeholders in other Departments and projects to assist in resolving mutual issues or to develop improved processes
</li><li>Excel proficiency and use of overall MS Office Suite
</li><li>Project Management Software (Procore), JD Edwards E1 (Financial) &amp; Bluebeam pdf experience are helpful
</li><li>Egnyte or similar cloud platform content sharing experience a plus
</li><li>Adept in learning new software quickly and able to navigate and use to review, track, and upload various documents
</li></ul>OUR MISSION
We build critical infrastructure that creates a better world.
OUR VISION
We strive to be the preeminent full-service civil, building, and specialty contractor by delivering innovative, transformative projects through world-class execution. We are committed to creating lasting value for our customers, upholding the highest standards of safety and integrity, generating exceptional financial results and shareholder value, and fostering a culture where our employees thrive.
Tutor Perini builds extraordinary projects, which need exceptional talent. Join us, to help build the critical infrastructure that creates a better world.
<div><div><div><div><div><div><div>Equal Opportunity Employer</div></div></div></div></div></div></div></div>

Office Administrator

LTIMindtree

<div>Role description 
We are seeking a Department Coordinator to support multiple department function and leads. The role requires someone with integrity a desire to be a righthand to forge professional partnerships with dynamic executives&rsquo; teams. Our ideal candidate is upbeat flexible poised as well as confident when working with clients&rsquo; senior leaders and coworkers in a professional approachable and positive manner. The ability to multitask effectively is a must 


Your Day-to-day
<ul>
<li>Coordinate high level meetings and events for the New York office and other locations as needed including scheduling agenda preparation gathering and coordinating presentation assets logistics space planning and catering for both internal and external meetings</li>
<li>Attend meetings as required to distribute agendas capture accurate meeting minutes and document action items</li>
<li>Track action items follow-ups and deadlines proactively recommend next steps to ensure timely completion</li>
<li>Oversee and manage organization wide communications through designated Slack channels and email distribution lists</li>
<li>Serve as the primary point of contact for department specific coordination including conference room reservations Mission Gratitude initiatives and birthday shoutouts</li>
<li>Partner closely with Department Executive Assistants and other administrative professionals to support cross functional initiatives</li>
<li>Conduct research on specialized or ad hoc topics to support departmental and organizational needs</li>
<li>Build and maintain an internal network of Executive Assistants Coordinators Facilities and other key stakeholders</li>
<li>Identify opportunities to improve administrative processes communication workflows and meeting efficiency</li>
<li>Copy scan file track and maintain business documents and communications with a high degree of accuracy and confidentiality</li>
<li>Perform additional duties and responsibilities as assigned</li></ul> 


Qualifications

What you bring to the team

You have
<ul>
<li>Bachelor&rsquo;s degree or equivalent training and experience</li>
<li>Technically savvy with 3 years administrative experience</li>
<li>Experience working with teams focusing on creative and production</li>
<li>Proficient in Gmail other Google products and Microsoft Office suite</li>
<li>Highly organized self-starter with ability to prioritize multiple tasks at once</li>
<li>Strong analytical and interpersonal skills that thrives in a fast-paced team setting</li>
<li>Skilled in working in both a team environment as well as independently</li></ul> 


You might also have
<ul>
<li>Experience and good understanding of the digital TV and dotcom world</li>
<li>Interest in brand and partnership growth marketing</li>
<li>Experience in media entertainment or production environment</li>
</ul> 
Skills 
Mandatory Skills : Administrative exp, MS Suite, coordination, catering meetings 
Benefits 
Compensation range: $35,000.00 to $38,000.00 per year 
About LTM 
LTM is an AI-centric global technology services company and the Business Creativity partner to the world&rsquo;s largest and most disruptive enterprises. We bring human insights and intelligent systems together to help clients create greater value at the intersection of technology and domain expertise. Our capabilities span integrated operations, transformation, and business AI &mdash; enabling new ways of working, new productivity paradigms, and new roads to value. Together with over 87,000 employees across 40 countries and our global network of partners, LTM &mdash; a Larsen &amp; Toubro company &mdash; owns business outcomes for our clients, helping them not just outperform the market, but to Outcreate it. Please also note that neither LTM nor any of its authorized recruitment agencies/partners charge any candidate registration fee or any other fees from talent (candidates) towards appearing for an interview or securing employment/internship. Candidates shall be solely responsible for verifying the credentials of any agency/consultant that claims to be working with LTM for recruitment. Please note that anyone who relies on the representations made by fraudulent employment agencies does so at their own risk, and LTM disclaims any liability in case of loss or damage suffered as a consequence of the same. Recruitment Fraud Alert - https://www.ltimindtree.com/recruitment-fraud-alert/</div>

Office Administrator / Department Coordinator

NFP Corp

<div><h3 class="jobSectionHeader">OCIP / Insurance Program Administrator (Remote/ EST)</h3>
New York, NY, US 
<div></div>
Who We Are:
NFP, an Aon company, is a multiple Best Places to Work award winner in Business Insurance. We are an organization of consultative advisors and problem solvers. We help companies and individuals around the globe address their most significant risk, workforce, wealth management and retirement challenges through custom solutions and a people-first approach. To learn more, please visit: https://www.NFP.com.
Summary:
The OCIP (Owner Controlled Insurance Program) Administrator is responsible for the day-to-day administration of insurance programs for construction projects. This role ensures all contractors and subcontractors are properly enrolled or excluded, compliant with program requirements, and that accurate records are maintained within the database systems for reporting and auditing. 
Key Responsibilities:
Program Administration:
<ul><li>Administer OCIP/CCIP insurance programs for construction projects</li>
<li>Coordinate contractor and subcontractor enrollment</li>
<li>Review and validate enrollment documentation</li>
<li>Utilize internal database systems to track contractor enrollment, compliance status, and documentation</li>
<li>Maintain accurate and up-to-date records within program management systems</li>
</ul>Compliance &amp; Documentation:
<ul><li>Track contractor compliance with insurance requirements</li>
<li>Review certificates of insurance (COIs) and endorsements</li>
<li>Monitor (COIs) expirations, renewals, and outstanding items</li>
<li>Follow up with contractors</li>
</ul>Payroll, Credits &amp; Reporting:
<ul><li>Collect, analyze and track contractor payroll reports</li>
<li>Reconcile payroll data</li>
<li>Calculate insurance credits based on payroll, classifications, and applicable program rates</li>
<li>Input, update, and extract data from database systems to support reporting and audits</li>
<li>Generate reports on enrollment, compliance, and financial exposures</li>
</ul>Communication &amp; Coordination:
<ul><li>Act as liaison between contractors, brokers, and internal teams</li>
<li>Respond to inquiries and provide guidance contractors</li>
</ul>Qualifications:
Education:
<ul><li>Bachelor&rsquo;s degree in Finance, Business, Risk Management, or related field (preferred)</li>
</ul>Experience:
<ul><li>0&ndash;3+ years in insurance, claims, or administrative roles</li>
<li>OCIP/CCIP or construction insurance experience is a plus</li>
</ul>Skills:
<ul><li>Strong attention to detail</li>
<li>Excellent organization and time management</li>
<li>Strong communication skills</li>
<li>Analytical and problem-solving ability</li>
 <li>Proficiency in Microsoft Office (Excel, Word, Outlook)</li>
<li>Experience working with database systems or program tracking tools (e.g., Workday, Salesforce, or similar platforms)</li>
</ul>Preferred:
<ul><li>Experience with databases or tracking systems</li>
</ul>Technical Skills:
<ul><li>Proficiency in Microsoft Excel and data tracking</li>
<li>Experience with database systems and record management platforms</li>
<li>Ability to learn new systems quickly</li>
<li>Ability to work with financial data and perform basic insurance-related calculations</li>
</ul>Key Traits for Success:
<ul><li>Detail-oriented and organized</li>
<li>Persistent and proactive</li>
<li>Strong follow-through</li>
<li>Comfortable working with data and numbers</li>
<li>Ability to learn quickly</li></ul> 
Work Environment:
<ul><li>Office-based or hybrid</li>
<li>Interaction with contractors and insurance professionals</li>
<li>Fast-paced, deadline-driven environment</li></ul> 
What We Offer:
We&rsquo;re proud to offer a competitive salary, PTO &amp; paid holidays, 401(k) with match, exclusive discount programs, health &amp; wellness programs, and more. Our PeopleFirst culture focuses on building and nurturing lifelong relationships with our employees because, at the end of the day, we exist to be there for others. The base salary range for this position is $47,000 to $86,000. The base salary offered will be determined by factors including, but not limited to, experience, credentials, education, certifications, skill level required for the position, the scope of the position, and geographic location. Actual base salary offered will be determined on a case-by-case basis. In addition to the base salary, this position may be eligible for performance-based incentives. 
NFP and You&hellip; Better Together!
NFP is an inclusive Equal Employment Opportunity employer.</div>

OCIP / Insurance Program Administrator (Remote/ EST)

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $66,000 - $68,000</li>
</ul><div>The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.</div>

Position Summary

Reporting to the Department Administrator, our Columbia Doctors Pain Medicine practice is seeking a seasoned professional to increase efficiency and streamline financial procedures. The candidate will be responsible for timely and accurate appointment scheduling for our team of providers and the financial clearance of our customers following office protocols.

Responsibilities
<ul>
<li>Schedule and reschedule as necessary all appointments, utilizes existing tools to facilitate securing the right medical provider, documents patient special needs and accommodations, ensures that patients understand the arrival and check in process, provides patient with all pre-appointment information as needed.</li>
<li>Confirm provider participation status with patient&rsquo;s insurance plan/network.</li>
<li>Encourage patient usage of Columbia Doctors patient portal.</li>
<li>Inform patients of insurance and billing protocols, including ABNs and patient responsibility for non-covered services. Calculate and document patient out of pocket estimates for non-par and non-covered services.</li>
<li>Obtain financial information from patients/referring physicians for scheduled appointments, scan patient information into Epic.</li>
<li>Determine payer referral and authorization requirements using payer portals or telephone and ensure that all insurance information, authorizations, and referrals are in place prior to appointment.</li>
<li>Maintain access to all appropriate payer portals.</li>
<li>Initiates authorization and submits clinical documentation as requested by insurance companies, follow-up with insurers on authorization denials and work with providers to resolve issues, follows through on pre-certifications until final approval is obtained.</li>
<li>Capture Worker&rsquo;s Comp and No-Fault information as it applies and verify that all case information is open and valid.</li>
<li>Update Epic registration, add guarantor notes, and manage assigned patient work queues for missing information.</li>
<li>Greet patients, confirm demographic and insurance information, and arrive patient appointments in Epic.</li>
<li>Collect time of service payments, copayments/deductibles and previous balances following Columbia Doctors cash handling protocols, provide patients with receipts.</li>
<li>Process credit cards, checks and cash payments and post information in Epic.</li>
<li>Responsible for working in-basket messages daily regarding referrals and requests for appointment scheduling.</li>
<li>Review and work the daily Televox report by canceling and rescheduling the patients in Epic.</li>
<li>Assist in maintenance and creation of appointment scheduling templates.</li>
<li>Assist with special projects and tasks.</li>
<li>Interface with billing and coding teams as needed.</li>
<li>Participate in meetings regarding the practice.</li>
<li>Manage faxes, emails, and phone calls.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s Degree or equivalent in education and experience</li>
<li>Strong organization, problem-solving, computer and communication skills</li>
</ul>
Preferred Qualifications
<ul>
<li>Experience with Epic EMR is desirable</li>
<li>Experience working in an academic medical center or physician practice</li></ul> 


Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Assistant

Atrium

<div>
 
 Client Overview
 
 
 
 Our client is a dynamic professional services organization, recognized for its commitment to operational excellence. The company fosters a collaborative, high-performance culture. Employees are valued for their contributions and supported in their career growth. They are now looking for an
 
 Administrative Office Manager
 
 .
 
 
 
 Salary/Hourly Rate
 
 
 
 $24/hr - $28/hr
 
 
 
 Position Overview
 
 
 
 Manage office operations, deliver exceptional client and front desk experiences, and oversee facilities. Serve as a key point of contact for senior executives and clients. Maintain a polished, professional presence in a fast-paced environment. This is a long-term temporary opportunity expected to last a minimum of 3-6 months.
 
 
 
 Responsibilities Of The Administrative Office Manager
 
 
 
 <ul>
 <li>
 Greet clients and visitors, ensuring a welcoming front desk experience.
 </li>
 <li>
 Provide comprehensive administrative support to executives and staff.
 </li>
 <li>
 Oversee office management, including supplies, records, and mail distribution.
 </li>
 <li>
 Coordinate operations and facilities, ensuring efficiency and compliance.
 </li>
 <li>
 Prepare and review operational reports and schedules.
 </li>
 <li>
 Organize, plan, and prioritize work to meet department goals.
 </li>
 <li>
 Analyze internal processes and recommend improvements.
 </li>
 <li>
 Schedule meetings, events, and activities.
 </li>
 <li>
 Communicate effectively with supervisors, peers, and subordinates.
 
 
 </li>
 </ul>
 
 Required Experience/Skills for the Administrative Office Manager:
 
 
 
 <ul>
 <li>
 3+ years of experience in office management or administrative support.
 </li>
 <li>
 Strong organizational and time management skills.
 </li>
 <li>
 Polished professional presence and excellent interpersonal abilities.
 </li>
 <li>
 Proactive approach to problem-solving.
 </li>
 <li>
 Comfortable interacting with senior executives and clients.
 </li>
 <li>
 Active listening and clear communication skills.
 </li>
 <li>
 Coordination and adaptability in a team environment.
 
 
 </li>
 </ul>
 
 Preferred Experience/Skills for the Administrative Office Manager:
 
 
 
 <ul>
 <li>
 Experience in high-performance or client-facing environments.
 </li>
 <li>
 Familiarity with office and administrative procedures.
 </li>
 <li>
 Knowledge of business and management principles.
 </li>
 <li>
 Proficiency with Microsoft Office Suite and database software.
 
 
 </li>
 </ul>
 
 Education Requirements:
 
 
 
 <ul>
 <li>
 High school diploma or equivalent is required.
 </li>
 <li>
 Bachelor's degree is preferred.
 
 
 </li>
 </ul>
 
 Benefits:
 
 
 
 <ul>
 <li>
 Atrium Care Package available upon eligibility (including healthcare plans, discount programs, and paid time off).
 
 
 </li>
 </ul>
 By applying to this job, you agree to receive calls, AI-generated calls, text messages, and/or emails from Atrium and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to opt out on any message you receive. For more details, please review our Terms of Use and Privacy Policy .
 
 
 As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.
 
 
 EOE/M/F/D/V/SO
 
 
 Position ID: 391001
</div>

Administrative Office Manager - 391001

Savvy Wealth

<div>
 
 About Savvy Wealth
 
 
 
 Wealth management is a $545 billion industry in the US, yet remains archaic and inefficient with low technology penetration. 75% of financial advisors don&rsquo;t offer digital communication beyond email, and 62% still build financial plans manually in Excel. This leads to a poor client experience and results in financial advisors spending over 70% of their time on non-client facing, manual work.
 
 
 Savvy is changing that. We&rsquo;re building the most advisor-centric platform in wealth management: a digital-first solution that modernizes human financial advice. Advisors who partner with Savvy tap into AI-powered software, automated sales and marketing, and seamless back office workflows to scale faster and spend more time with clients.
 
 
 We&rsquo;ve raised over $105M to date from Thrive Capital, Index Ventures, Canvas Ventures, Mark Casady (former LPL Financial CEO), and other top-tier investors. Our team is made up of repeat founders and operators who&rsquo;ve helped build Airbnb, Square, Brex, Carta, Facebook, $200B+ RIAs, and more.
 
 
 Savvy is at a pivotal point in its growth trajectory, having established strong product-market fit in providing a modern platform to financial advisors. We&rsquo;ve surpassed $5.1 billion in AUM in less than three years, grown 600%+ in the last 18 months, and are entering the next phase of the company which involves rapid expansion of our product offering and continued revenue growth. Come help us scale!
 
 
 
 The Role
 
 
 
 This is an opportunity to join Savvy during a period of growth and play a hands-on role in supporting our in-office employee experience. As
 
 Office Manager
 
 , you&rsquo;ll focus on executing day-to-day office operations and supporting onsite logistics as we continue to scale our hybrid model.
 
 
 This role is ideal for an organized, detail-oriented operator early in their People or Workplace Operations career who enjoys being hands-on, responsive, and execution-focused. You&rsquo;ll work closely with members of the People, IT, and Finance teams to ensure the office runs smoothly and employees have a positive in-office experience.
 
 
 Your work will directly impact how employees experience Savvy on a daily basis &mdash; from arriving at the office to participating in onsite onboarding and events.
 
 
 
 Responsibilities
 
 
 
 <ul>
 <li>
 Support day-to-day office operations, including office opening and closing routines, front desk and guest experience, supplies and inventory tracking, cleanliness and maintenance coordination, and handling day-to-day office issues as they arise
 </li>
 <li>
 Lead office-related projects end-to-end, including vendor management, space planning support, coordination of future office needs, office inventory management and ordering for supplies, food, and beverages, and mail receipt, sorting, and distribution."
 </li>
 <li>
 Coordinate facilities and space logistics, such as desk assignments, conference room scheduling, AV and IT coordination, and supporting hybrid work schedules; assist with office reconfigurations or moves under guidance from senior team members
 </li>
 <li>
 Assist with vendor coordination, including communicating with office-related vendors, tracking contracts and invoices, and escalating issues or questions as needed
 </li>
 <li>
 Execute office programs and events, including in-office events, team gatherings, onsite onboarding logistics, and employee celebrations, with guidance and direction from the People team
 </li>
 <li>
 Help maintain office safety and security processes, including badge access coordination, emergency preparedness documentation, and reporting issues or incidents to the appropriate teams
 </li>
 <li>
 Support equipment and asset logistics, such as laptop and equipment coordination, asset tracking, basic office technology troubleshooting, and coordinating repairs or replacements with IT
 </li>
 <li>
 Provide logistical support for visitors, interviews, meetings, catering, and conference room scheduling as needed
 </li>
 <li>
 Work cross-functionally with IT, Finance, and People teams to execute shared operational tasks and ensure smooth handoffs related to onboarding, offboarding, and office access
 </li>
 <li>
 Maintain office documentation, including playbooks, SOPs, vendor contacts, emergency procedures, and internal office guidelines
 </li>
 <li>
 Support the physical employee experience, helping keep the office organized, welcoming, and functional, and sharing employee feedback with the People team
 </li>
 <li>
 Assist with employee lifecycle logistics, including onboarding setup, offboarding coordination related to access and equipment, and supporting transitions in partnership with the People team
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 You have 2&ndash;4 years of experience in office management, workplace operations, People Ops coordination, or a similar operational role
 </li>
 <li>
 You enjoy hands-on, execution-focused work and are comfortable responding to day-to-day needs
 </li>
 <li>
 You&rsquo;re highly organized, detail-oriented, and reliable with follow-through
 </li>
 <li>
 You&rsquo;re comfortable asking questions and escalating issues when needed
 </li>
 <li>
 You bring a service-oriented mindset and care deeply about employee experience
 </li>
 <li>
 You&rsquo;re adaptable and enjoy working in fast-paced, evolving environments
 
 
 </li>
 </ul>
 
 Nice To Have
 
 
 
 <ul>
 <li>
 Experience supporting hybrid or in-office teams
 </li>
 <li>
 Familiarity with basic workplace or People tools (e.g., Google Workspace, Slack, HRIS tools)
 </li>
 <li>
 Interest in growing into People Ops or Workplace Operations over time
 </li>
 <li>
 Comfort using tools or automation to improve operational efficiency
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 <ul>
 <li>
 Competitive salary and equity package
 </li>
 <li>
 Unlimited PTO + paid company holidays
 </li>
 <li>
 Access to holistic medical, dental, and vision plans
 </li>
 <li>
 Company 401(k), Commuter, and HSA/FSA plans
 </li>
 <li>
 NYC office in the heart of Manhattan
 </li>
 <li>
 Lunch and snacks provided in the office
 </li>
 <li>
 Access to virtual mental health care (Spring Health), vision related benefits (XP Health), and health concierge (Rightway) to help you find the right care
 </li>
 <li>
 Access to counseling for stress management, dependent care, nutrition, fitness, legal, and financial issues (Guardian WorkLifeMatters EAP)
 
 
 </li>
 </ul>
 Compensation Range: $91K - $111K
</div>

Office Manager

Prophet Brand Strategy

<div><div><h3 class="jobSectionHeader">About The Role</h3>

Prophet's New York office is our largest and most dynamic, a 100+ person team with a constant hum of client activity and people who move fast and take real pride in the work. We're looking for an Office Manager / Executive Assistant (OM/EA) who thrives in that kind of environment: someone who genuinely loves a well-run, great-feeling office and brings energy and polish to everything they touch.

This is a dual role. On the OM side, you're the person who makes sure the office itself is running at its best: client-ready, event-ready, and a place the team is genuinely glad to show up to every day. On the EA side, you'll provide direct executive support to a select few leaders, and providing coverage for other EAs when needed.

The Flatiron office hosts clients weekly and holds corporate events regularly so the bar for the office experience is high, and you'll be central to maintaining it. The office is growing, the work is interesting, the people coming through the door range from new hires to C-suite clients, and no two weeks look the same. If that sounds exciting, we'd love to hear from you.

This is an in-office role, five days a week at our New York location in the Flatiron district.
<h3 class="jobSectionHeader">
Your Day to Day</h3>

Office Management

Manage day-to-day office operations and experience to ensure a professional, functional, and enjoyable workplace. This includes:
<ul>
<li>Serve as the first face people see: greeting guests, orienting new hires, and making sure the space always feels professional and lived-in
</li><li>Manage day-to-day operations: facilities, supplies, office equipment, and vendor relationships</li>
<li>Manage and track office budgets with discipline and accuracy</li>
<li>Own daily opening and closing procedures so the office is always at its best</li>
<li>Assist with the planning and execution of office social and culture events that keep the team connected</li>
<li>Coordinate meeting room reservations and logistics (incl. catering, AV, set up/clean up, supplies, document production)</li>
<li>Send weekly team communications about upcoming events, visitors, and office happenings</li>
</ul>
Executive/Administrative Support
<ul>
<li>Own complex, high-volume calendar management across a few select leaders: coordinating across time zones, resolving conflicts proactively, and keeping everyone where they need to be</li>
<li>Coordinate domestic and international travel through our dedicated travel agency</li>
<li>Prepare and submit accurate expense reports and timesheets in a timely manner</li>
<li>Support meeting logistics including scheduling, document preparation, and follow-up coordination</li>
<li>Serve as a reliable, responsive point of contact for internal and external stakeholders on behalf of leadership</li>
</ul>
Functional Support
<ul>
<li>Own end-to-end logistics for client meetings and events: room setup, catering coordination, AV/tech readiness, printed materials, and post-meeting breakdown</li>
<li>Serve as the on-site point of contact during client visits, ensuring the space is polished, prepared, and reflective of Prophet's standard</li>
<li>Collaborate with the People Team on candidate interview logistics, including scheduling, space coordination, and candidate-facing hospitality</li>
<li>Support leadership in preparing for high-visibility meetings, including pre-meeting briefings, room readiness checks, and any materials or setup needed</li>
</ul><h3 class="jobSectionHeader">What You Bring</h3>
<ul><li>Undergraduate degree with 2+ years administrative experience in a consulting, creative services or hospitality OR 4+ years of administrative experience</li>
<li>Excellent communication and interpersonal skills &mdash; You&rsquo;re equally comfortable chatting with a new hire on their first day and a CEO client coming in to meet with our project teams</li>
<li>Ability to pinpoint problems, find creative solutions and make decisions</li>
<li>Strong organization and time management skills</li>
<li>A genuine love of people and a belief that a great office environment makes a real difference</li>
<li>Comfort with ambiguity and the ability to adapt, flex and change directions given circumstances, understanding the ever-changing world of business</li>
<li>Strong proficiency in MS Office, particularly Outlook calendar and scheduling management across multiple stakeholders and time zones</li>
<li>Proactive self-starter approach with the ability to work independently and maintain a high level of autonomy</li>
<li>Comfort with occasional physical tasks such as handling office supplies, packages, and event setup 
 
This is an in-office role, five days a week at our New York location in the Flatiron district. 
The salary range for this role is $60,000-80,000.</li>
</ul></div><div>
Prophet is an equal opportunity employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. All employment, promotion, and evaluation decisions are based on qualifications, merit and business need.</div></div>

Office Manager/Executive Assistant

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