Executive Assistant & Office Manager bei Intenseye

We’re looking for a dynamic, detail-oriented, and adaptable Executive Assistant & Office Manager to provide administrative support to our co-founder/CEO and keep our NYC office running smoothly. This role is a true hybrid: part strategic support, part hands-on operator. You’ll ensure the CEO’s schedule, travel, and communications run seamlessly while creating and maintaining an outstanding office environment for our 40+ team in NYC to thrive. This is a hybrid role: 3 to 4 days per week in our NYC office at Herald Square, and Fridays work-from-home.If you love bringing order to fast-moving environments, can pivot gracefully between priorities, and thrive on making things (and people) work better, this is the role for you.

What you'll do - Executive Assistance (50%)

Calendar support for the CEO: scheduling meetings, protecting focus time, and anticipating needs across shifting priorities.

Coordinate complex travel: optimize routes, arrange ground transport, hotel check-ins, and day-of contingency plans.

Push back professionally: protect the CEO’s time by renegotiating low-value tasks and setting clear expectations.

Prepare agendas, notes, and action summaries for key meetings and ensure follow-up actions are tracked.

Gate and route inbound CEO email/Slack, draft replies, and escalate only what’s decision-worthy.

Keep the CEO organized and one step ahead by managing information flow, reminders, and prep materials.

Welcoming executive hospitality, ensuring an outstanding guest experience for every meeting including room prep, catering, gifts and follow-up.

Simple errands and pickups tied to the CEO’s workday and meetings.

Build & maintain best practices, setup systems and processes that creates accountability and brings efficiency to CEO’s day to day.

Maintain discretion with sensitive information at all times.

What you'll do: Office Management (50%)

Be the heartbeat of our NYC office: maintaining an inviting, functional, and energized space that enhances our culture.

Coordinate office catering, snacks, and office supplies to ensure the team has what they need to do their best work.

Handle office shipping and logistics for our headquarters, including support fulfilling customer orders, equipment, swag and gifts.

Manage equipment setup and IT coordination for new hires, working with internal teams to ensure smooth onboarding.

Support planning and logistics for in-office events, team gatherings, and leadership offsites (venue sourcing, booking, setup & execution).

Maintain up-to-date office documentation and logistics resources.

What you'll bring

3+ years of experience as an Executive Assistant or Office Manager, ideally in a fast-paced startup.

Exceptional organization, communication, and problem-solving skills.A proactive, flexible mindset, ready to jump in wherever needed.

Tech-savvy and comfortable with tools like Google Workspace, Slack, and Notion.A calm, unflappable demeanor: you stay collected and solution-oriented when priorities shift.

You take pride in service and polish, and you have a genuine love for creating an environment where people and teams thrive.

Experience hosting execs, customers and/or investors.(nice to have) event or food & beverage coordination experience and a good understanding of NYC vendor and locations.

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