Executive Assistant/Office Coordinator

Flywheel Digital•New York, NY

4d•$70,000 - $80,000•Onsite

About The Position

Flywheel Digital is looking for an Executive Assistant/Office Coordinator to provide comprehensive administrative support to 2-3 executives and provide facilities support to the New York Office. The ideal candidate is an adaptable, collaborative, and well-organized person who can support leadership in improving their efficiency by handling day-to-day tasks and allowing time for strategic decision-making while also managing office operations. This role requires being in person at the office Monday through Friday and will report to the Senior Manager of Operations & Administration. We would expect this person to work from our New York Office 5 days a week.

Requirements

5 years of experience in an administrative role that reports to executive management
Comfort with ambiguity and changing priorities
Strong organizational and project management skills
Discretion and confidentiality in handling sensitive information
Excellent written and verbal communication abilities
Proficiency with Microsoft Office including Word, Excel, and Outlook
Ability to work both independently and collaboratively in a fast-paced environment
Creative problem-solving skills and a flexible, can-do attitude
Ability to communicate effectively with all levels of the internal organization, building management, and external vendors.

Responsibilities

Calendar and email management – coordinating, prioritizing and managing complex and ever-changing schedules and inboxes.
Travel Logistics – booking flights, rental cars, accommodations and managing detailed itineraries
Handle Purchase Order submissions and expenses through Service Anywhere and Concur respectively
Meeting Coordination- Organizing, attending, and recording minutes for meetings and executive sessions
Serve as a liaison between executives, stakeholders, and staff to enhance organizational efficiency
Assisting with special projects by coordinating resources and tracking progress
Serve as the liaison between the local Facilities Manager and the local Flywheel team to ensure that employees, clients, and guests' needs are met.
Greeting employees, clients, and guests entering the office, ensuring that they are comfortable, welcomed, and connected with the right personnel.
Managing incoming and outgoing correspondence to the office including emails, invoices, mail, and packages.
Monitor office expenditures and reconcile monthly expenses
Monitor office supplies inventory and place orders for individual needs
Support the office with events both inside the office and offsite as needed