NYC Office Manager & Executive Assistant

$65,000 - $95,000/Yr

Quad-C Management - New York, NY

Full-time - Mid Level

New York, NY

Management of Companies and Enterprises

About the position

The Office Manager and Executive Assistant at Quad is a pivotal role responsible for overseeing the daily operations of the NYC office located on Irving Place, near Union Square and Gramercy Park. This position is designed to provide comprehensive administrative support to the Chief Marketing Officer (CMO) and ensure that the office runs smoothly and efficiently. The Office Manager will act as a liaison between the internal marketing team and other business units, including sales operations, procurement, legal, HR, and IT, facilitating communication and collaboration across departments. In this fully onsite role, the Office Manager will handle a variety of responsibilities that include front desk support, managing office supplies, coordinating maintenance and repairs, and overseeing vendor relationships. The individual will also maintain the office calendar, coordinate logistics for marketing team functions, and assist with client-related events. This role requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while maintaining a high level of professionalism. As an Executive Assistant, the individual will be responsible for scheduling and managing the CMO's calendar, coordinating travel arrangements, and preparing for meetings. This includes compiling and monitoring business expenses, ensuring that the CMO is well-prepared for all engagements, and handling post-meeting follow-ups as directed. The ideal candidate will possess excellent communication skills, a keen attention to detail, and the ability to remain calm under pressure, all while providing exceptional support to the executive team.

Responsibilities

• Provide front desk support, including guest/client check-ins and triaging incoming inquiries.
• Monitor and procure office supplies, tools, equipment, or technology as needed.
• Coordinate office maintenance and ensure appliances are in good working order.
• Manage annual maintenance, repairs, and service needs for the office.
• Maintain the office calendar and coordinate logistics for marketing team functions.
• Act as the main point of contact for the NYC event space and assist with client events.
• Onboard new vendors and coordinate documentation with outside vendors.
• Oversee all NYC office-related vendor relationships and coordinate office repair needs.
• Coordinate meeting and system logistics for visitors and Quad employees.
• Schedule and manage the CMO's calendar, including meetings and travel arrangements.
• Serve as the primary point of contact for the CMO's events and meetings.
• Compile, submit, and monitor the CMO's business expenses.
• Assist with the CMO's meeting preparation and follow-ups.

Requirements

• Must be willing to be available onsite full-time, five days a week.
• Capable of greeting guests in a professional, friendly demeanor.
• Ability to travel around the city with proficient knowledge of navigating Manhattan.
• Capable of lifting, carrying, or moving items up to 20 pounds.
• Bachelor's degree in business administration, office management, marketing, or a related field is preferred.
• Minimum of 3 years of experience in office management, executive administrative support, or related roles.
• Basic understanding of the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Excellent attention to detail and written/verbal communication skills.
• Ability to remain calm under pressure without losing a customer-service-oriented attitude.
• Good listener, collaborator, and able to work in a fast-paced environment.
• Ability to handle sensitive information with discretion and sound judgment.

Nice-to-haves

• Experience managing audio and virtual event production is a plus.

Benefits

• 401(k)
• holidays
• vacations
• and more.