Executive Assistant Office Manager (NY Office)

Description

• Precision Strategies LLC, an award-winning integrated strategy and marketing agency with offices in Washington, D.C. and New York City, is seeking a dynamic and highly organized Executive Assistant and Office Manager for its New York office. This pivotal dual role offers a unique opportunity to contribute to the smooth operation of our agency by providing comprehensive support to our Chief Growth Officer (CGO) while simultaneously ensuring our New York office functions seamlessly. If you thrive in a fast-paced, collaborative environment and possess an exceptional ability to manage multiple priorities with meticulous attention to detail, we encourage you to apply.

As an Executive Assistant, you will be instrumental in supporting the CGO, acting as a gatekeeper and facilitator to optimize their time and effectiveness. Your responsibilities will include:

• Proactively managing the CGO's complex calendar, anticipating needs, identifying potential conflicts, and implementing timely solutions to ensure efficient scheduling and workflow.
• Serving as a primary point of contact for all internal and external communications directed towards the CGO, professionally handling inquiries, and seamlessly managing incoming scheduling requests with diplomacy and efficiency.
• Maintaining clear and consistent communication regarding any changes to the CGO's schedule, demonstrating flexibility and offering creative, practical solutions to accommodate evolving priorities.
• Overseeing essential administrative functions for the CGO, including meticulous travel arrangements (flights, accommodations, ground transportation), detailed expense report management, and accurate tracking of hours worked.
• Conducting preliminary research and preparing comprehensive briefing materials for meetings, presentations, and other engagements, ensuring the CGO is well-prepared for all commitments.
• Providing ad-hoc support on special projects, contributing to strategic initiatives and assisting with various tasks as assigned by the CGO.

In your capacity as Office Manager, you will be responsible for the day-to-day operational excellence of our New York office, ensuring a productive, professional, and well-equipped environment for our team. Your duties will encompass:

• Ensuring the office is consistently operating smoothly and is fully stocked with all necessary provisions, including ordering and replenishing snacks, beverages, and essential office supplies.
• Maintaining the overall professional appearance and organization of the office space, ensuring it is tidy, welcoming, and conducive to productivity.
• Collaborating with HR and IT departments to manage the logistical needs for new hires and departing employees within the New York office, including equipment setup and access provisioning.
• Liaising with the DC-based IT Manager to oversee and maintain office and IT equipment for the New York location, ensuring all technology is functional and up-to-date.
• Managing all office maintenance requests, coordinating with external vendors for repairs and services, and ensuring timely resolution of any facility-related issues.
• Acting as the primary point of contact with building management, addressing any building-related concerns or inquiries promptly and professionally.
• Efficiently setting up new staff and visitors in the building's security system, ensuring compliance with building access protocols.
• Planning, coordinating, and executing office improvement projects and managing office moves as required, ensuring minimal disruption to daily operations.
• Organizing and planning office events, such as monthly staff lunches and team-building activities, which includes managing caterers and vendors, overseeing setup, and coordinating cleanup.
• Serving as the primary point of contact for all New York-based staff regarding office-related questions and concerns, managing office-related staff communications effectively.
• Undertaking special projects as needed to enhance office operations and employee experience.

This role reports directly to our Deputy Chief Operations Officer and requires a proactive, detail-oriented individual who can expertly balance the demands of executive support with the responsibilities of office management in a fast-paced agency setting. We are looking for someone who is consistently one step ahead, anticipating needs and proactively addressing them to ensure the seamless operation for both the principal and the office. Apply tot his job Apply To this Job