Executive Assistant & Facilities Coordinator

Executive Assistant & Facilities Coordinator *****New York City (Hybrid - 4 days in office, 1 day remote)*****$100,000 - $110,000 *****Monday - Friday, circa 40 hours, flexibility required Organization *****global professional services companyA leading privately held professional services organization is seeking an Executive Assistant & Facilities Coordinator to support senior leadership while ensuring smooth operations of our New York office. This dual-capacity role offers variety, visibility, and responsibility, balancing high-level executive support with oversight of facilities and office management.We are looking for a proactive, highly organized, and resourceful professional who thrives in a fast-paced environment, demonstrates discretion, and can manage competing priorities with confidence.Key ***** Provide executive-level administrative support to senior leadership, including calendar management, travel coordination (domestic and international), expense processing, and scheduling. Act as liaison between executives and internal/external stakeholders, ensuring timely and professional communication. Assist with preparation of reports, presentations, and meeting materials; attend select meetings, track action items, and follow through on deliverables. Oversee day-to-day facilities operations for the New York office, including vendor management, office supplies, space planning, and maintenance requests. Coordinate logistics for meetings, events, and office functions, including catering, technology setup, and room management. Manage health, safety, and compliance protocols within the office, ensuring a professional and welcoming work environment. Anticipate needs of both executives and office operations, proactively addressing challenges before they arise. Support occasional overtime, evening events, and high-demand periods as needed.***** Proven experience as an Executive Assistant, with exposure to facilities/office management responsibilities. Exceptional organizational skills and attention to detail, with the ability to balance multiple priorities effectively. Strong written and verbal communication skills, capable of drafting professional correspondence and reports. Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word); experience with expense and travel systems preferred. Prior experience managing office vendors, facilities issues, or related operations is highly desirable. Demonstrated discretion, professionalism, and ability to handle confidential information. Flexible and adaptable, with a solutions-oriented mindset and willingness to go above and beyond when needed.

Created: 2025-09-23