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Oplabs

Executive Assistant and Office Manager

New YorkFull-timeGlobal
šŸ“Š SenioršŸ  Hybrid
ActivePosted within the last 30 days

Job Description

[AI-summarized by JobStash]

You will provide high level support to the CEO the Chief Growth Officer and the VP of Engineering by managing complex calendars coordinating travel and preparing meeting materials. You will coordinate board preparation and lead logistics for leadership offsites including note taking and action item follow up. You will own day to day New York office operations including vendor and facilities relationships expense reporting and onboarding logistics. You will proactively anticipate operational needs solve problems and assist with ad hoc projects events and international travel.

Requirements

  • ā—5+ years as an executive assistant ideally in a fast paced startup or tech environment
  • ā—Experience managing office operations vendor relationships or facilities
  • ā—Exceptional organizational skills impeccable attention to detail and strong written and verbal communication
  • ā—High emotional intelligence and discretion when handling sensitive information
  • ā—Proactive problem solving and ability to anticipate needs
  • ā—Comfortable in ambiguity and able to context switch rapidly
  • ā—Proficiency with Google Workspace Slack and common project and calendar tools
  • ā—Experience embracing AI tools for drafting correspondence preparing materials and research
  • ā—Experience booking international travel and managing multi time zone scheduling

Responsibilities

  • ā—Provide executive support to the CEO Chief Growth Officer and VP of Engineering
  • ā—Manage complex calendars travel logistics and meeting preparation
  • ā—Serve as a point of contact between executives and stakeholders handling communications with discretion
  • ā—Coordinate and prepare materials for executive meetings board preparation and company offsites
  • ā—Support leadership offsites including coordination materials note taking and action item follow up
  • ā—Establish and improve administrative systems and processes
  • ā—Recommend time management prioritization delegation and organization improvements
  • ā—Assist with ad hoc projects events and travel arrangements
  • ā—Travel internationally as needed
  • ā—Own day to day New York office operations
  • ā—Partner with Finance and People Ops on expense reporting and office budget tracking
  • ā—Build and manage relationships with building management service providers and office vendors
  • ā—Anticipate operational needs and proactively solve problems
  • ā—Coordinate desk setup badge access and first day logistics for new New York employees
  • ā—Plan and execute in office events and team gatherings

Tech Stack

multi time zone schedulingadministrative systemsoffsite coordinationboard preparationFacilitiesmeeting preparationboard materialsinternational travelvendor managementstakeholder communicationproject:Optimism
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