Administrative Assistant

Job Title: Administrative Assistant (C-Suite & Office Support)

Location: New York, New York

Office Schedule: Monday – Friday, 9:00am – 6:00pm

Job Type: Full-Time

Salary Range: $50K – $65K (based on experience)

About You

This role is ideal for a highly organized, detail-oriented professional looking to grow in an administrative career while supporting senior leadership. You are proactive, polished, and thrive in a fast-paced environment where no two days look the same.

About Us

We’re a fast-paced and growing digital, creative, PR, and marketing agency working with exciting brands across a variety of industries. We’re known for our collaborative culture, forward-thinking approach, and commitment to delivering exceptional results for our clients.

Position Overview

We are seeking a professional, discreet, and highly organized Administrative Assistant to provide direct support to a C-suite leader while also helping manage the day-to-day operations of our office.

This role plays a critical part in keeping executive priorities on track through expert calendar management, travel coordination, and administrative support, while also serving as a key contributor to a welcoming, well-run office environment.

Key Responsibilities:

C-Suite Administrative Support (Primary Focus):

• Manage complex, high-volume calendars for a senior executive, including scheduling meetings, resolving conflicts, and anticipating needs
• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and itineraries
• Assist with meeting preparation, including agendas, materials, and follow-ups
• Handle sensitive information with discretion and professionalism
• Serve as a trusted point of contact between the executive and internal and external stakeholders
• Provide support outside of regular working hours on an as needed basis

Office & Front Office Support (Secondary Focus):

• Greet visitors, clients, and vendors and ensure a positive first impression
• Answer, screen, and route incoming calls professionally
• Maintain office organization, including lobby, meeting rooms, kitchen, and supply areas
• Coordinate meeting room bookings and ensure rooms are properly set up
• Manage incoming and outgoing mail and deliveries
• Order office supplies and maintain inventory
• Liaise with building management, vendors, and facilities partners as needed
• Support internal culture initiatives and office events

Product Send-Outs & Logistics:

• Coordinate product send-outs to media, influencers, partners, and internal stakeholders
• Track inventory of products designated for send-outs and flag low stock as needed
• Prepare shipping materials, labels, and documentation to ensure accurate and timely delivery
• Maintain organized records of shipments, including tracking information and delivery confirmations
• Liaise with internal teams and external vendors to support seamless fulfillment

General Administrative Support:

• Provide light administrative support to teams, including printing, filing, formatting, and document organization
• Assist with ad-hoc projects as needed

Qualifications:

• 1–3 years of experience in an administrative assistant, executive assistant, or office support role
• Strong experience with calendar management and scheduling
• Excellent communication and interpersonal skills
• Highly organized with strong attention to detail
• Ability to multitask, prioritize, and remain calm in a fast-paced environment
• Proficiency in Microsoft Office (Word, Excel, Outlook);
  Google Workspace a plus
• Polished, professional demeanor with a proactive, solutions-oriented mindset