Executive Assistant & Workplace Operations Coordinator
New York, NY
Category: Administrative
Reference ID: 10082565
Shortcut: http://addisongroup.gosnaphop.com/hRCZTy
Job Title: Executive Assistant & Workplace Operations Coordinator
Industry: Nonprofit / Philanthropy
Location: New York, NY
Assignment Type: Direct Hire / Permanent
Pay: $80,000 – $100,000 / annually
Work Schedule: Monday–Friday, 8am - 5pm; hybrid schedule with up to 4 days onsite per week
Benefits: This position is eligible for medical, dental, vision, and 401(k).
About The Company:
Our client is a mission-driven philanthropic organization focused on creating meaningful social impact through grantmaking, partnerships, and community-focused initiatives. They are seeking a highly organized and proactive professional to support both their executive teams and New York office operations.
Job Description:
This is a unique 50/50 Executive Assistant and Workplace Operations role that combines traditional executive support with responsibility for the day-to-day operations of a New York office. The position will primarily support senior members of the Legal team with calendar management, meetings, travel, expenses, organization, and follow-up, while also providing lighter administrative support to the Investments team.
The Workplace Operations side of the role will focus on keeping the office running smoothly, including vendor coordination, office supplies, conference rooms, visitors, events, deliveries, onboarding, and general office needs. The ideal candidate is comfortable shifting between teams and priorities and enjoys a role that combines executive support with hands-on office operations.
Key Responsibilities:
- Provide executive administrative support to senior members of the Legal team, including calendar management, scheduling, meetings, travel, expenses, and follow-up.
- Provide administrative support to members of the Investments team and other senior professionals as needed.
- Coordinate internal and external meetings, team activities, and events.
- Organize and maintain confidential documents and information.
- Anticipate needs, track follow-ups, and proactively manage priorities.
- Manage day-to-day office operations and ensure the workplace runs efficiently.
- Coordinate office vendors, building management, repairs, maintenance, and service requests.
- Manage conference rooms, visitors, catering, deliveries, shipments, and office supplies.
- Support office events, employee gatherings, and other workplace programming.
- Assist with new hire onboarding, office assignments, welcome materials, and building access.
- Assist with invoice management, office communications, and other administrative projects as needed.
Qualifications:
- 3+ years of experience in an Executive Assistant, Senior Administrative Assistant, Office Manager, Workplace Operations, or similar role.
- Experience providing executive-level administrative support; legal support experience is strongly preferred.
- Strong calendar management and scheduling skills.
- Experience supporting multiple teams, executives, or senior-level stakeholders.
- Excellent organization, attention to detail, and time management.
- Strong judgment and discretion when handling confidential information.
- Ability to anticipate needs, manage up, and proactively follow through.
- Strong communication and interpersonal skills.
- Comfortable balancing traditional EA responsibilities with hands-on office operations.
- Ability to adapt quickly and shift priorities throughout the day.
- Proficiency with Microsoft Office and common workplace technology.
Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.
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