Job Description

Office Manager / Executive Assistant

Location: Nassau County, NY

Overview

Our client, a growing professional services organization, is seeking a highly organized and adaptable Office Manager / Executive Assistant to support the CEO while overseeing day-to-day office operations.

This is a dynamic, high-visibility role that blends executive support, office/facilities management, and team coordination. The ideal candidate is resourceful, tech-savvy, and thrives in a fast-paced environment with evolving priorities—particularly in a company undergoing active growth and integration.

Key Responsibilities

Executive Support

• Provide high-level administrative support to the CEO, including complex calendar management, meeting coordination, and travel arrangements
• Act as a gatekeeper and strategic partner in managing the CEO’s time and priorities
• Support meeting logistics, including frequent Zoom coordination and preparation
• Assist with special projects and ensure timely follow-up on key initiatives
• Interface professionally with senior stakeholders, including executives, board members, and external partners

Office & Facilities Management

• Oversee office operations
• Manage building access, security codes, and conference room logistics
• Ensure smooth day-to-day functioning of office environments, including vendor coordination and space management
• Support ongoing integration efforts as the company grows through acquisitions
• Plan and coordinate employee engagement initiatives and events (e.g., team gatherings, summer outings)

Team Oversight & Coordination

• Manage and provide oversight to a team of receptionists
• Ensure seamless coordination of scheduling operations, particularly for client-facing interactions
• Act as a point of escalation for operational issues and help mediate/resolve conflicts when needed
• Drive process improvements to enhance efficiency and consistency across teams

Qualifications

• Prior experience in an executive assistant, office manager
• Strong organizational and multitasking skills, with the ability to manage competing priorities
• High level of comfort with technology, including Zoom and other collaboration tools
• Demonstrated ability to manage up and work effectively with senior leadership
• Experience overseeing or mentoring junior staff is preferred

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