executive assistant

administrative assistant Jobs in New York

administrative assistant

office manager

senior executive assistant Jobs in New York

senior executive assistant

executive administrative assistant Jobs in New York

executive administrative assistant

office manager executive assistant

COMME des GARÇONS

<div>
 
 Description
 
 
 
 
 Role Overview:
 
 
 
 We are seeking a highly motivated and organized Office Coordinator &amp; Executive Assistant to support the day-to-day operations of our New York office. This position is primarily focused on office management, maintaining an organized and productive workspace, and supporting overall business operations, helping to create a professional, welcoming, and well-functioning workplace.
 
 
 In addition, this individual will provide executive and administrative support. The ideal candidate is resourceful, detail-oriented, and takes ownership of improving processes and keeping the office running seamlessly.
 
 
 
 Key Responsibilities
 
 
 
 Office Management &amp; Operations:
 
 
 <ul>
 <li>
 Own and manage all day-to-day office operations, including reception duties, guest experience, and general office upkeep
 </li>
 <li>
 Maintain an organized, fully stocked, and functional workspace (supplies, kitchen, equipment, storage, etc.)
 </li>
 <li>
 Responsible for managing budget and ordering supplies across our office and N.Y. and LA stores
 </li>
 <li>
 Coordinate and manage logistics for all employee engagement events ? weekly happy hours, catering for companywide meetings and catering planning and budget management during bi-annual store turnover
 </li>
 <li>
 Managing mailroom operations: organization, incoming and outgoing mail and pick-ups
 </li>
 <li>
 Serve as the primary point of contact for office related needs across teams
 </li>
 <li>
 Organization of office including, storage spaces, filing cabinets, etc.; ensure office standards and expectations are being followed by office employees
 </li>
 <li>
 Manage company travel ? execute all bookings and logistics, own relationships with travel vendors, hotels, etc., ensuring adherence to budget and Company travel polices
 </li>
 <li>
 Manage and track company reimbursables
 </li>
 <li>
 Manage and track company clothing allowance
 
 
 </li>
 </ul>
 
 Executive &amp; Administrative Support
 
 
 
 <ul>
 <li>
 Provide comprehensive executive assistant support as needed, including travel bookings, transportation booking, expenses, reservations, errands, etc.
 </li>
 <li>
 Coordinate buying schedule for buying team market visits
 </li>
 <li>
 Support the merchandising team with seasonal brand books
 </li>
 <li>
 AD Hoc Project support to leaders as needed during peak periods
 </li>
 <li>
 Handle confidential information with professionalism and discretion
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 1-2 years experience as an Office Coordinator/Manager or Executive Assistant (preferred)
 </li>
 <li>
 Excellent written and verbal communication and interpersonal skills
 </li>
 <li>
 Strong organizational and time management skills with the ability to prioritize and meet deadlines
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
 </li>
 <li>
 Detail-oriented with a high degree of accuracy and a proactive approach to problem-solving
 </li>
 <li>
 Ability to work independently and as part of a team
 </li>
 <li>
 Positive and professional demeanor with a strong work ethic
 </li>
 <li>
 Ability to handle confidential information with discretion
 </li>
 <li>
 A genuine desire to contribute to a positive and productive work environment
 </li>
 </ul>
</div>

Office Coordinator/Executive Assistant

Family Office

<div>
 
 
 Job Title:
 
 Office Manager / Executive Assistant
 
 
 
 Reports to:
 
 Executive Assistant to the Principals
 
 
 
 Location:
 
 New York, NY
 
 
 
 
 Full-Time, On-Site, Monday to Friday
 
 
 
 
 
 The
 
 Office Manager/Executive Assistant
 
 (
 
 OM/EA
 
 ) is a dual-focused role which includes:
 
 
 
 
 <ol>
 <li>
 Responsibility for the daily operations of a Family Office in New York, including scheduling, IT, troubleshooting, research, document management, inventories, oversight of the office spaces, management of office equipment and all employee devices, special event coordination, as well as other administrative support, ensuring that we always have a professional, welcoming, clean, and safe space that runs smoothly and integrates environmentally sensitive practices.
 </li>
 <li>
 Executive Assistant support for the principals&rsquo; primary EA, as well as for the chief administrative officer (CAO), managing director of operations and properties (MD, O&amp;P), and collaboration with other administrative and property staff.
 </li>
 </ol>
 
 
 
 
 As a key member of the administrative support team, the OM/EA is a digital native, driven by a strong desire to execute all responsibilities with the highest level of excellence, service and consistency. Reporting to the principals&rsquo; EA, the OM/EA also closely partners with property and finance staff to carry out responsibilities in a coordinated and seamless way.
 
 
 
 
 
 
 Responsibilities include but are not limited to:
 
 
 
 
 
 
 
 Office Management &amp; IT
 
 
 <ul>
 <li>
 Purchase and maintain environmentally sound office inventory and kitchen/pantry items
 </li>
 <li>
 Admin role for building staff/visitor management and security systems
 </li>
 <li>
 Maintain office spaces and various paper and electronic files/documents
 </li>
 <li>
 Ensure office equipment is working and maintained (printers/copiers/scanners/shredders/etc.)
 </li>
 <li>
 Oversee email, calendar, contacts and related cloud account management
 </li>
 <li>
 Ensure staff have fully functioning computers, desktop and mobile phones, and printers and troubleshoot with vendors and service providers as needed
 </li>
 <li>
 A/V oversight for conference rooms, including projectors, TVs/monitors, maintenance and servicing
 </li>
 <li>
 Review invoices, report allocations, and submit invoices to bill.com
 </li>
 <li>
 Manage organization of supply closets/rooms and executive bathroom supplies
 </li>
 <li>
 Monitor office plants and liaise with plant care vendor to support overall health and appearance of plants
 </li>
 <li>
 Maintain collaborative relationships with building manager and vendors, including office cleaners to ensure all areas are well maintained
 </li>
 <li>
 Distribute office keys and IDs to staff
 </li>
 <li>
 Prepare, update and distribute Fire Safety Plan; coordinate with building's Fire Safety Director and its Fire Safety vendor to ensure we remain in compliance with FDNY regulations
 </li>
 <li>
 Support the planning, organization and coordination of events happening in the office space, as well as occasional events at other locations
 </li>
 <li>
 Liaise with hosts, building management, and outside vendors on all event-related logistics
 </li>
 <li>
 Provide onsite support and troubleshooting during events
 </li>
 </ul>
 
 
 
 
 
 Executive Assistance
 
 
 <ul>
 <li>
 As-directed support for the principals&rsquo; primary EA
 </li>
 <li>
 Screen incoming calls, correspondence and other requests, gather detailed information and determine appropriate course of action, referral, or response; prepare business correspondence and follow up as needed
 </li>
 <li>
 Calendar management including scheduling, adding and updating information
 </li>
 <li>
 Prepare travel arrangements as requested; includes arranging car service, booking and monitoring domestic and international flights, preparing itineraries, securing travel visas, etc.
 </li>
 <li>
 Thoroughly prepare CAO for all appointments and social engagements with accurate and high-quality supporting documentation including travel and venue information, attendees with bios/photos, agendas, guest lists, event hosts and/or honoree information, other notes and relevant documents
 </li>
 <li>
 Proactively keep the CAO &amp; MD well informed of upcoming commitments and responsibilities
 </li>
 <li>
 Responsible for CAO &amp; MD&rsquo;s daily schedules. Confirm all appointments and arrangements and keep the CAO &amp; MD updated on all schedule changes in a timely way
 </li>
 <li>
 Research a variety of issues on behalf of the CAO &amp; MD
 </li>
 <li>
 Closely work on administrative issues that intersect with foundation, political and financial advisors, multiple boards, and committees
 </li>
 <li>
 Prepare weekly activity reports on short term and long-term projects
 </li>
 <li>
 Submit all invoices for payment and expense reports for reimbursements
 </li>
 <li>
 Liaise with Principals&rsquo; family members to coordinate plans and other necessary details
 </li>
 <li>
 Support Principals&rsquo; family members with ad hoc requests
 </li>
 <li>
 Handle errands for CAO and Principals and/or their family members, as requested
 </li>
 </ul>
 
 
 
 
 
 
 Job Qualifications:
 
 
 
 <ul>
 <li>
 Minimum of 8 years providing administrative support to a senior-level executive
 </li>
 <li>
 Highly organized, meticulous, detail oriented, resourceful and self-directed
 </li>
 <li>
 Ability to multitask and handle multiple projects with focus, accuracy, and efficiency
 </li>
 <li>
 Proactive attitude and approaches problems with a sense of possibility
 </li>
 <li>
 Always displays professional demeanor
 </li>
 <li>
 Proactive and able to anticipate needs before they arise
 </li>
 <li>
 Exceptional follow up skills to ensure &lsquo;the i&rsquo;s are dotted, and t&rsquo;s are crossed&rsquo;
 </li>
 <li>
 High value placed on customer service and flexibility
 </li>
 <li>
 Highly collaborative team player who enjoys working with a small, closely knit group to achieve outcomes
 </li>
 <li>
 High level of respect, integrity, reliability, and honesty. Mindful of confidentiality and discretion at all times
 </li>
 <li>
 Exceptional and concise communication skills, both written (email, correspondence, editing, and proofreading) and verbal (telephone and in-person)
 </li>
 <li>
 Ability to decipher between routine administrative decisions that need to be made on behalf of the Principals, and when to confer with colleagues on more complex decisions that fall outside of normal operating procedures
 </li>
 <li>
 Ability to remain calm in the face of unexpected challenges
 </li>
 <li>
 Creative, persistent, and thorough research techniques
 </li>
 <li>
 Strong operating knowledge of current technology
 </li>
 <li>
 Savvy with Mac, Microsoft 365, OneDrive, Monday.com, Box.com, Google Docs, iCloud, Dropbox, and other modern platforms and tech tools
 </li>
 <li>
 New York Notary Public, current or willing to obtain license
 </li>
 <li>
 Flexibility to be accessible 24/7 (primarily as backup to the principal EA); commits to prioritizing the needs of the Principals and their family.
 </li>
 <li>
 Physical requirements include ability to push, pull or lift up to 50 pounds
 </li>
 <li>
 Fluent in English
 </li>
 <li>
 Legally eligible to work in the United States at time of hire
 </li>
 <li>
 All company owned and managed properties are smoke free
 </li>
 </ul>
 
 
</div>

Executive Assistant Office Manager

Bridgewater Advisors Inc.

<div>
 
 
 About Us:
 
 
 
 We are a dynamic, independent wealth management firm located in Rockefeller Center. Our small, tight-knit team provides personalized financial services to high-net-worth clients, and we&rsquo;re seeking a highly organized and proactive Office Assistant/Executive Assistant to join our team. This is an exciting opportunity for someone looking to make a meaningful impact in a fast-paced, collaborative environment.
 
 
 
 
 
 
 Position Overview:
 
 
 
 We are looking for an experienced Office Assistant who will also provide HR administration and executive assistant support. This individual will play a key role in ensuring the smooth and efficient operation of our office, supporting day-to-day administrative needs, assisting with HR functions, and supporting our leadership team. The ideal candidate is someone who thrives in a dynamic environment, is detail-oriented, and has strong interpersonal skills.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 Office Management:
 
 
 <ul>
 <li>
 Oversee daily office operations, ensuring an efficient and organized work environment.
 </li>
 <li>
 Answer phones.
 </li>
 <li>
 Greet clients as they arrive for meetings.
 </li>
 <li>
 Manage office supplies and vendor relationships.
 </li>
 <li>
 Coordinate office maintenance, equipment, and facilities management.
 </li>
 <li>
 Organize and manage meetings, conferences, and travel arrangements.
 </li>
 <li>
 Ensure the office kitchen remains tidy and well-stocked on a daily basis.
 </li>
 <li>
 Assist with office equipment as needed.
 </li>
 </ul>
 
 
 HR Administration:
 
 
 <ul>
 <li>
 Assist with onboarding and offboarding processes for new and departing employees.
 </li>
 <li>
 Maintain employee records and ensure compliance with HR policies and procedures.
 </li>
 <li>
 Help manage benefits administration and payroll coordination.
 </li>
 </ul>
 
 
 Executive Assistant Support:
 
 
 <ul>
 <li>
 Provide administrative support to senior executives, including calendar management and email correspondence.
 </li>
 <li>
 Experience using a CRM in the RIA industry is desirable
 </li>
 <li>
 Coordinate meetings, conferences, and client events.
 </li>
 <li>
 Assist Tax Team during tax preparation season.
 </li>
 <li>
 Assist with special projects and research as required.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 3+ years of office management experience, ideally in a financial services or professional services setting.
 </li>
 <li>
 Executive assistant experience preferred.
 </li>
 <li>
 Proficiency in Google Workspace (Docs, Sheets, Gmail), MS Office and general office software.
 </li>
 <li>
 Excellent organizational, communication, and time-management skills.
 </li>
 <li>
 Ability to handle sensitive and confidential information with discretion.
 </li>
 <li>
 A proactive, positive attitude and the ability to multitask effectively in a fast-paced environment.
 </li>
 </ul>
 
 
 
 
 
 Why Join Us?
 
 
 <ul>
 <li>
 Work in a collaborative and dynamic team environment.
 </li>
 <li>
 Competitive salary and benefits package.
 </li>
 <li>
 Salary range&nbsp;$60,000 - $80,000
 </li>
 <li>
 Hybrid workplace - 4 days in office, 1 day remote.
 </li>
 <li>
 The opportunity to contribute to the success and growth of a growing firm.
 </li>
 <li>
 Convenient Manhattan location: Rockefeller Center
 </li>
 </ul>
 
 
 
 
 If you&rsquo;re a motivated, detail-oriented professional who thrives in a hands-on role, we&rsquo;d love to hear from you. Apply today and become an integral part of our team!
 
</div>

Office Assistant / Executive Assistant

LivaNova

<div>
 As a global medtech company, we are driven by our Vision of changing the trajectory of lives for a new day and our Mission to create ingenious solutions that ignite patient turnarounds. Our relentless commitment to patients and strong legacy of innovation in healthcare are the foundation of our future. If you're looking for a new chance, a new beginning, a new trajectory, LivaNova is where your talent can truly thrive. Join our talented team members worldwide to become a pioneer of tomorrow&mdash;because at LivaNova,
 
 we don&rsquo;t just treat conditions &mdash; we aspire to alter the course of lives.
 
 
 
 
 Position Summary
 
 
 
 We are seeking a dynamic and highly organized Executive Assistant / Office Manager to support members of senior leadership and oversee the day-to-day operations of our newly established New York office. This role requires a proactive, detail-oriented professional who thrives in fast-paced environments and can seamlessly manage executive support responsibilities alongside office management duties.
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Provide high-level administrative support to senior leaders, including calendar management, meeting coordination, travel arrangements, and expense processing.
 </li>
 <li>
 Proactively manage schedules across multiple time zones, ensuring strategic use of time and prioritization of key meetings.
 </li>
 <li>
 Prepare agendas, briefing materials, and follow-up documentation for executive meetings.
 </li>
 <li>
 Liaise with internal and external stakeholders, managing correspondence and third-party requests with discretion and professionalism.
 </li>
 <li>
 Support budget tracking, PO creation, and vendor coordination for executive-led projects.
 </li>
 <li>
 Anticipate executive needs and act as a strategic partner in managing priorities and improving workflows.
 
 
 </li>
 </ul>
 
 Office Manager Duties
 
 
 
 <ul>
 <li>
 Oversee all aspects of office operations, including supplies, equipment maintenance, mail handling, and vendor management.
 </li>
 <li>
 Serve as the primary point of contact for the New York office, ensuring a welcoming and efficient environment for employees and visitors.
 </li>
 <li>
 Coordinate site readiness and logistics for internal events.
 </li>
 <li>
 Support onboarding and offboarding processes, including workspace setup and orientation materials.
 </li>
 <li>
 Collaborate with HR and IT teams to ensure smooth operational support for remote and on-site staff.
 </li>
 <li>
 Maintain compliance with health, safety, and security protocols.
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Minimum 8 years of experience supporting C-suite executives in global organizations, with proven ability to manage across time zones.
 </li>
 <li>
 Strong organizational, communication, and interpersonal skills.
 </li>
 <li>
 High level of discretion, integrity, and professionalism.
 </li>
 <li>
 Proficiency in Microsoft Office Suite, calendar tools, and collaboration platforms (e.g., Teams, SharePoint).
 </li>
 <li>
 Experience or knowledge with HR systems (e.g., Workday), Finance systems (e.g. SAP, Concur) and project management tools is a plus.
 </li>
 <li>
 Ability to work independently and manage competing priorities in a dynamic environment.
 
 
 </li>
 </ul>
 
 Ideal Candidate Attributes
 
 
 
 <ul>
 <li>
 Strategic mindset with a proactive approach to problem-solving.
 </li>
 <li>
 Comfortable operating autonomously and anticipating needs without instruction.
 </li>
 <li>
 Skilled in managing confidential information and sensitive communications.
 </li>
 <li>
 Strong organizational, communication, and interpersonal skills.
 </li>
 <li>
 High level of discretion, integrity, and professionalism.
 
 
 </li>
 </ul>
 
 Pay Transparency
 
 
 
 <ul>
 <li>
 A reasonable estimate of the annual base salary for this position is $90,000 - $115,000 + discretionary annual bonus. Pay ranges may vary by location. Travel Allowance also included.
 
 
 </li>
 </ul>
 
 Employee Benefits Include
 
 
 
 <ul>
 <li>
 Health benefits &ndash; Medical, Dental, Vision
 </li>
 <li>
 Personal and Vacation Time
 </li>
 <li>
 Retirement &amp; Savings Plan (401K)
 </li>
 <li>
 Employee Stock Purchase Plan
 </li>
 <li>
 Training &amp; Education Assistance
 </li>
 <li>
 Bonus Referral Program
 </li>
 <li>
 Service Awards
 </li>
 <li>
 Employee Recognition Program
 </li>
 <li>
 Flexible Work Schedules
 
 
 </li>
 </ul>
 
 Welcome to impact. Welcome to innovation. Welcome to your new life.
 
</div>

Executive Assistant and Office Manager

B Capital

<div>
 
 
 Title:
 
 Executive Assistant/Office Manager
 
 
 
 Location:
 
 New York City, NY
 
 
 
 POSITION SUMMARY
 
 
 
 
 B Capital is seeking an experienced Executive Assistant to provide primary support to a small group of Partners on the Investment team, while also overseeing key office manager responsibilities in our NYC office. The individual will manage day-to-day schedules and priorities, ensuring Partners are well supported and prepared, and will provide office management and administrative support to the broader team. The role will also work closely with colleagues across B Capital&rsquo;s global offices, collaborating with other Executive Assistants and team members on daily tasks and longer-term initiatives. This is an in-office role four days per week, with an emphasis on responsiveness, clear communication, and strong attention to detail.&nbsp;
 
 
 &nbsp;
 
 
 
 KEY RESPONSIBILITIES
 
 
 
 Administrative Support
 
 <ul>
 <li>
 Manage ever-changing, complex calendars with a clear understanding of business priorities, offering alternatives and considerations as needed to maximize the team&rsquo;s time and efficiency.
 </li>
 <li>
 Schedule, coordinate, and oversee a wide variety of internal and external meetings, both on-site and off-site.
 </li>
 <li>
 Organize complex domestic and international travel arrangements, anticipating and coordinating end-to-end travel and logistical needs.
 </li>
 <li>
 Organize and prepare materials in advance of meetings and maintain files and record-keeping systems, including confidential information.
 </li>
 <li>
 Prepare and submit expenses for Partners in accordance with company guidelines.
 </li>
 <li>
 Support business objectives under guidance by building relationships with clients and clients&rsquo; assistants to coordinate schedules and facilitate information flow.
 </li>
 <li>
 Assist with occasional personal requests, including reminders and paperwork, as well as select external board and leadership commitments.
 </li>
 <li>
 Maintain a high bar for responsiveness, proactively providing updates and over-communicating when helpful to ensure alignment and avoid surprises.
 </li>
 <li>
 Use sound judgment to prioritize requests, resolve issues independently when appropriate, and seek guidance on more complex or sensitive matters.
 </li>
 </ul>
 
 Office Manager&nbsp;
 
 
 Operations &amp; Workplace Experience
 
 <ul>
 <li>
 Serve as the primary liaison with onsite&nbsp;workplace services, facilities, security, and IT to ensure seamless day-to-day operations within our shared office environment.
 </li>
 <li>
 Manage mail, deliveries, guest registration, and conference room coordination to deliver a polished, investor-ready experience.
 </li>
 <li>
 Troubleshoot basic AV and technology issues and escalate efficiently when needed.
 </li>
 </ul>
 
 Hybrid &amp; In-Office Coordination
 
 <ul>
 <li>
 Support a flexible hybrid model; in-office presence will align with business needs (for example, investor meetings, client visits, visiting partners, team collaboration days).
 </li>
 <li>
 Coordinate space usage, meeting logistics, and hospitality for partner, portfolio, and investor engagements.
 </li>
 <li>
 Be on-site&nbsp;for key external meetings and firm events to ensure smooth execution.
 </li>
 </ul>
 
 Culture &amp; Community
 
 <ul>
 <li>
 Plan and execute happy hours, team gatherings, and off-sites that strengthen firm culture.
 </li>
 </ul>
 
 Flexibility &amp; Firm Support
 
 <ul>
 <li>
 Approach a wide range of in-office and cross-team requests with a hands-on, solution-oriented mindset, ensuring all needs, regardless of size or scope, are managed promptly and efficiently to support smooth operations and a positive workplace experience.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 QUALIFICATIONS &amp; SKILLS
 
 
 <ul>
 <li>
 8+ years of experience working in a fast-paced environment supporting senior executives.
 </li>
 <li>
 Exceptional written and verbal communication skills, with a polished, professional presence when interacting with senior executives, investors, and external partners.
 </li>
 <li>
 Strong organizational and multitasking skills, with consistent follow-through and attention to detail in a fast-paced setting.
 </li>
 <li>
 Calm, flexible, and adaptable approach, with the ability to pivot quickly as priorities shift.
 </li>
 <li>
 Prior experience working as an Executive Assistant in finance, venture capital, private equity, or a law firm is required.
 </li>
 <li>
 Proven ability to operate in a hybrid work environment, using collaboration tools (for example, Zoom, Slack, Teams) to coordinate across in-office and remote teams.
 </li>
 <li>
 Strong knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint), the Google suite of products, and online expense processing systems such as Concur.
 </li>
 <li>
 BS or BA degree in a relevant discipline.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 ABOUT B CAPITAL
 
 
 
 B Capital invests globally in extraordinary founders and businesses shaping the future through technology. With approximately $10 billion in assets under management and dedicated stage-based funds, the firm focuses on seed to early- and late-stage venture growth investments, primarily in the technology, healthcare, and resilience tech sectors. Founded in 2015, B Capital has an integrated, global team across nine locations in the U.S. and Asia. The firm&rsquo;s value-add platform, together with the consulting expertise of its strategic partner, The Boston Consulting Group, provides entrepreneurs with the tools and resources to scale quickly and efficiently, expand into new markets and build market-leading businesses. For more information, click here.
 
 
 
 B CAPITAL GROUP CORE VALUES:
 
 
 <ul>
 <li>
 
 
 Generosity:
 
 
 We&rsquo;re collaborative and always willing to share our time and knowledge.
 </li>
 <li>
 
 
 Resilience:
 
 
 We&rsquo;re persistent and determined to succeed, persevering through challenges and seeing change as an opportunity.
 </li>
 <li>
 
 
 Open-mindedness:
 
 
 We&rsquo;re curious and welcoming. Our global perspective and commitment to diversity, equity, and inclusion make our culture stronger and more innovative.
 </li>
 <li>
 
 
 Will:
 
 
 We believe in the companies we&rsquo;ve invested in and we&rsquo;ll do everything in our power to help them change the world for the better.
 </li>
 <li>
 
 
 Teamwork:
 
 
 We value our relationships above all. We work hard to build trust and respect with founders, investors, partners and colleagues.
 </li>
 <li>
 
 
 Humility:
 
 
 We add value by going beyond for founders and LPs. We strive to let our work speak for itself.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 B Capital Global US LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected under federal, state or local law.
 
 
 
 
 The salary range is $110,000 to $140,000 and will be commensurate with relevant experience.
 
 
 
 
 
 The salary range applies to California candidates only. The actual salary may be subject to change.&nbsp;
 
 
 
 
 &nbsp;
 
 
 &nbsp;
 
 
 
 
 &nbsp;
 
</div>

Executive Assistant/Office Manager

SWORD Health

<div><div>At Sword, we&rsquo;re building AI to heal billions and unlock humanity&rsquo;s full potential. In doing so, we&rsquo;re pioneering AI Care, a fundamentally new approach to healthcare built for medical reasoning, safety, and real-time treatment, not generic technology applied after the fact. As both a clinical-centric frontier AI lab and an applied AI platform, Sword is reimagining how care is delivered at scale, removing traditional barriers like appointments, waiting rooms, and stigma so more people can access the care they need&mdash;and ultimately get back to lives lived in full. 
 
Since 2020, Sword has expanded across physical therapy, women&rsquo;s health, cardiometabolic, and mental health, and is now moving beyond the session to a fully AI-native, 24/7 care program that brings physical activity, therapeutic exercise, psychotherapy, nutrition, and behavior change into one connected experience. More than 700,000 members across three continents have completed over 10 million AI sessions, helping 1,000+ enterprise clients avoid more than $1 billion in unnecessary healthcare costs. Backed by 42 clinical studies, 44+ patents, and more than $500 million raised from leading investors including Khosla Ventures, General Catalyst, and Founders Fund, Sword is defining a new standard for healthcare.</div><div></div><div> 
Role

The Executive Assistant &amp; 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.
</div>
<h3 class="jobSectionHeader">What you&rsquo;ll be doing</h3><div>
<ul>
<li>Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties;
</li>
<li>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;
</li>
<li>Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands;
</li>
<li>Greet clients and internal/external visitors, promptly addressing or directing inquiries;
</li>
<li>Assist in organizing, scheduling, and executing onsite events;
</li>
<li>Handle incoming and outgoing phone calls, both internal and external.
</li>
<li>Manage leadership team members' calendars and provide executive assistant support, namely:
</li>
<li>Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.
</li>
<li>Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability;
</li>
<li>Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;
</li>
<li>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;
</li>
<li>Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally;
</li>
<li>Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures;
</li>
<li>Ensure strict confidentiality at all times.
</li>
</ul></div><h3 class="jobSectionHeader">What you need to have</h3><div>
<ul>
<li>Availability to work at the New York office 5 days a week (9 am to 5 pm typically);
</li>
<li>3+ years of experience as an Executive Assistant and/or Office Manage;
</li>
<li>Strong verbal and written communication skills in both Portuguese and English;
</li>
<li>Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.
</li>
</ul>What we would love to see
<ul>
<li>Consulting background (law firm, banks) or start-up background;
</li>
<li>Experience with Zip, Concur, Notion, Slack, and Navan.
</li>
</ul></div><div><ul><li>This range includes base, variable and equity</li></ul> 
These compensation bands are just the starting point. Once someone joins and proves they&rsquo;re outlier talent, we adjust quickly to ensure their compensation aligns with their impact. 
 
Our job titles may span more than one career level. Actual pay is determined by skills, qualifications, experience, location, market demand, and other factors. Compensation details listed in this posting reflect the base salary and any potential variable, bonus or sales incentives, and the Company&rsquo;s estimation of the value of private company stock options, if applicable. The pay range is subject to change, future value of company stock options is not guaranteed, and compensation may be modified in the future. In addition to our total compensation, Sword offers a number of benefits as listed below.
<div></div>
<div>US - Sword Benefits &amp; Perks:</div>
<div></div>
<ul><li>Comprehensive health, dental and vision insurance*</li></ul>
<ul><li>Life and AD&amp;D Insurance*</li></ul>
<ul><li>Financial advisory services*</li></ul>
<ul><li>Supplemental Insurance Benefits (Accident, Hospital and Critical Illness)*</li></ul>
<ul><li>Health Savings Account*</li></ul>
<ul><li>Equity shares*</li></ul>
<ul><li>Discretionary PTO plan*</li></ul>
<ul><li>Parental leave*</li></ul>
<ul><li>401(k)</li></ul>
<ul><li>Flexible working hours</li></ul>
<ul><li>Remote-first company</li></ul>
<ul><li>Paid company holidays</li></ul>
<ul><li>Free digital therapist for you and your family</li></ul>
<div></div>
<ul><li>Eligibility: Full-time employees regularly working 25+ hours per week</li></ul>
<div></div>
<div>Note: Applicants must have a legal right to work in the United States, and immigration or work visa sponsorship will not be provided.</div>
<div></div>
<div>SWORD Health, which includes SWORD Health, Inc. and Sword Health Professionals (consisting of Sword Health Care Providers, P.A., SWORD Health Care Providers of NJ, P.C., SWORD Health Care Physical Therapy Providers of CA, P.C.*) complies with applicable Federal and State civil rights laws and does not discriminate on the basis of Age, Ancestry, Color, Citizenship, Gender, Gender expression, Gender identity, Gender information, Marital status, Medical condition, National origin, Physical or mental disability, Pregnancy, Race, Religion, Caste, Sexual orientation, and Veteran status.</div>
</div>
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.</div>

Executive Assistant & Office Manager, New York

Opto Investments

<div>
 Opto is engineering the future of private markets to improve client outcomes and drive capital to the most transformative ideas.
 
 
 The opportunity is huge. The global alternative investments industry is forecast to grow to $30T by 2029, however the private investment process typically remains opaque, highly manual, and error-prone, which limits access to the select few insiders who are willing to bear the pain.
 
 
 Opto is a revolutionary end-to-end solution for wealth managers of any size- from small investment advisors to large multi-family offices to private banks- to build, fundraise for, and manage private markets programs at scale. We combine exceptional Silicon Valley engineering talent with experienced investors and industry specialists to fix this broken system through the power of technology. Our platform banishes the nightmare of slide decks, spreadsheets, and paperwork to the past, and arms our clients with the tools, data, and guidance to identify and access the right opportunities for their clients.
 
 
 Fixing private markets will not be easy and demands courage, but we&rsquo;re not afraid to do things differently. We are unapologetically bold. We value strong opinions, clear communication, and purposeful execution.
 
 
 Up for the challenge? Come join us.
 
 
 The Role
 
 
 Opto investments is seeking an Executive Assistant and Office manager to support the day to day company operations of a high growth tech startup. We are looking for a highly-motivated individual who can navigate ambiguity and execute quickly. In this strategic role, you will not only liaise with C-Suite executives in their day to day work, but also be the heartbeat of our New York City office.
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Executive Administrative Support
 </li>
 <ul>
 <li>
 Serve as the primary partner to senior leadership, managing day-to-day priorities with a high degree of autonomy.
 </li>
 <li>
 Own complex calendar management across multiple stakeholders, ensuring alignment on business priorities.
 </li>
 <li>
 Coordinate internal and external meetings, including preparing materials, agendas, and follow-ups.
 </li>
 <li>
 Manage executive communications, including drafting correspondence and ensuring timely responses.
 </li>
 <li>
 Anticipate needs, identify gaps, and proactively solve problems before they escalate.
 </li>
 </ul>
 <li>
 Travel &amp; Operations
 </li>
 <ul>
 <li>
 Own end-to-end travel planning, including detailed itineraries, logistics, and contingency planning.
 </li>
 <li>
 Manage expense reporting with accuracy and adherence to company policies.
 </li>
 <li>
 Support key business rhythms (offsites, leadership meetings, board meetings and prep, and others as acceptable)
 </li>
 </ul>
 <li>
 Office &amp; Workplace Operations
 </li>
 <ul>
 <li>
 Oversee day-to-day office operations to ensure a clean and professional environment that reflects the company culture and brand
 </li>
 <li>
 Manage office vendor relationships (facilities, food, beverage, office supplies, office events, cleaning and maintenance. etc.)
 </li>
 <li>
 Act as primary point of contact for building management and workplace logistics
 </li>
 <li>
 Onboard and Offboard employees from office access, collect or disperse company equipment, be the first day point of contact and welcome for new hires.
 </li>
 <li>
 Manage office inventory of supplies, snacks, and swag
 
 </li>
 </ul>
 </ul>
 
 Required Skills
 
 
 
 <ul>
 <li>
 Excellent verbal and written communication skills.
 </li>
 <li>
 Polished and professional presence with strong interpersonal skills.
 </li>
 <li>
 Exceptional organization and time management skills with a strong attention for detail.
 </li>
 <li>
 Ability to anticipate needs, think proactively, and operate independently.
 </li>
 <li>
 Strong business judgment and ability to prioritize effectively in a fast paced environment.
 </li>
 <li>
 Proven ability to exercise discretion and handle highly sensitive information.
 </li>
 <li>
 Ability to be onsite 5 days per week
 
 
 </li>
 </ul>
 Background
 
 
 <ul>
 <li>
 3+ years of relevant work experience
 </li>
 <li>
 5+ years experience supporting C-Suite executives in administrative capacity
 </li>
 <li>
 Experience supporting in-office management duties
 </li>
 <li>
 4-year bachelor degree (or equivalent work experience)
 </li>
 <li>
 Experience managing complex calendars, travel, and executive workflows.
 </li>
 <li>
 Experience with event planning
 </li>
 <li>
 Prior experience in a high growth tech startup preferred
 </li>
 <li>
 Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
 
 
 </li>
 </ul>
 
 How To Apply
 
 
 
 Please fill out the required fields below, and attach a Resume and Cover Letter. Why a Cover Letter? We receive a high volume of applicants, and we have real humans that read each and every resume. We encourage you to use creativity in your cover letter and speak directly to why you want to join our team!
 
 
 We will review your resume in as timely a manner as we are able to, so kindly refrain from reaching out to hiring manager or other Opto team members via email or linkedin, as this won't improve or fast track your application.
 
 
 
 Compensation And Benefits
 
 
 
 Opto has a high bar for talent, and we are committed to building the best teams possible. Candidates are never subjected to discrimination based on race, citizenship, religion, ethnicity, gender or gender identity, sex, pregnancy, national origin, age, sensory, mental, or physical disability, or any other characteristic.
 
 
 The successful candidate for this role can expect a generous compensation and benefits package. The cash salary range for this role is $140,000-$160,000 dependent on skills, experience and expected contribution.
 
 
 All full time employees at Opto enjoy:
 
 
 <ul>
 <li>
 Significant equity
 </li>
 <li>
 Health, dental, and vision insurance
 </li>
 <li>
 Unlimited PTO
 </li>
 <li>
 Retirement savings plan (401k)
 </li>
 <li>
 Learning, Fitness, and Commuter stipends
 </li>
 <li>
 Paid Holidays
 
 
 </li>
 </ul>
 This position is based onsite 5 days a week New York City office.
 
 
 At this time, Opto can only hire candidates who reside in the following states:
 
 
 California, Colorado, Florida, Idaho, Illinois, Maine, Maryland, Nevada, New Jersey, New York, North Carolina, North Dakota, Pennsylvania, Rhode Island, Tennessee, Texas, Virginia, and Washington.
 
 
 If you do not currently live in one of these states, you must relocate to an approved state or have a confirmed address there prior to your start date.
</div>

Executive Assistant & Office Manager

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