Office Manager & EA to the CEO

About The Role

This role is the operational backbone of our Flatiron office and the person who keeps our CEO's day running without friction. You'll manage a busy calendar, coordinate logistics, and own the look, feel, and rhythm of our space as we grow. It's a high-trust, high-visibility role for someone who is energized by getting things done — someone who takes real pride in execution and loves being the person who has it handled.

What We're Looking For

• 1–2 years of experience in an executive support, office coordination, or operations role — startup experience a plus but not required.
• Proven ability to juggle a busy calendar and coordinate logistics without dropping details.
• Discretion and maturity with sensitive, confidential information (at an immigration company, this matters even more than usual).
• Sharp attention to the small things and the kind of pride that fixes them before anyone asks.
• Genuine warmth and a love of hospitality, plus the creativity to make everyday moments feel special.
• Calm under pressure and comfortable with last-minute changes and competing priorities.
• An operator's instinct: you'd rather build a system than scramble the same fire twice.

What You'll Do

This role has two halves, and the right person is genuinely excited by both.

Executive Support

• Manage a busy, shifting calendar — scheduling, rescheduling, and flagging conflicts before they become problems.
• Coordinate travel end to end: flights, accommodations, ground transport, and itineraries so the CEO can step off a plane and into the next thing.
• Help manage the CEO's inbox: triage communications, prep meeting materials, and keep things moving.
• Handle sensitive and confidential information with care and discretion.
• Take on ad hoc administrative tasks with good follow-through and instincts about when to ask and when to just handle it.
• Stay reachable for urgent matters and stay calm when plans shift.

Office & Team Experience

• Own everything that makes the office run: vendors, supplies, maintenance, deliveries, and building relationships.
• Keep the kitchen, common areas, and shared spaces organized, stocked, and guest-ready every day.
• Coordinate logistics for team visitors, from meeting setup to in-office hospitality.
• Support the planning of team events, celebrations, and in-office rituals that build connection.
• Help track facilities and team experience budgets.
• Surprise and delight the team with thoughtful touches — birthdays, milestones, or just because.
• Help keep the space and the systems that keep it running improved with small, thoughtful changes.

This Is For You

• You take real pride in being the person who has it handled.
• You read a calendar a few moves ahead, you notice the supply closet is running low before anyone mentions it, and you get quiet satisfaction from a day where everything ran smoothly because you made it run smoothly.
• You're equally happy nailing the logistics of a CEO's week and dreaming up the small touch that makes someone's birthday actually feel special.
• You want to help build a place people love coming to — and you'd rather be in the room than behind a screen.

This Is Not For You

• If you prefer a narrow job where work comes to you fully defined.
• If last-minute changes throw you off rather than focus you, or if you're uncomfortable moving between executive support and hands-on office tasks in the same hour, this will be a hard fit.
• This is an execution and ownership role — not a strategy or project-leadership seat.
• And since it's 5 days in-office, it's not the right fit if you're looking for flexibility on location.