Executive Assistant to CEO & Office Manager

About the Company

STAFFED INC. is a leading staffing agency operating nationwide, specializing in experiential events, hospitality, luxury retail, and recruitment. The company centers its mission on connecting top-tier brands with a diverse talent pool, fostering meaningful relationships that drive exceptional careers, superior client service, and enduring partnerships. STAFFED INC. is known for its polished, trustworthy, and people-centered approach in all its activities.

Role Overview

We are seeking an exceptionally organized, proactive, and resourceful Executive Assistant to the CEO and Office Manager to provide comprehensive support to the Founder & CEO and oversee day-to-day operations at our New York City headquarters. This position combines about 70% executive assistance and 30% office operations, administrative coordination, and special projects. Ideal candidates thrive in a dynamic, fast-moving startup environment with strong judgment, professionalism, discretion, and a self-driven attitude. This role offers significant growth potential, including advancement to Executive Operations Manager or Chief of Staff as the company grows.

Key Responsibilities

• Manage the CEO's calendar, scheduling, prioritizing tasks, and ensuring efficient daily workflows.
• Organize internal and external meetings, handling calendar conflicts proactively.
• Prepare meeting agendas, briefs, presentations, and necessary documentation.
• Track action items, deadlines, and commitments to maintain accountability.
• Draft, proofread, and manage formal correspondence for the CEO.
• Arrange all travel plans, including bookings and detailed itineraries, plus expense report reconciliation.
• Act as a liaison among CEO, employees, clients, partners, and vendors, maintaining professionalism and discretion.
• Support leadership meetings by documenting decisions, action items, and follow-up tasks.
• Manage office operational needs such as supplies, equipment, and vendor services.
• Prepare and equip office workstations for new hires; maintain inventory and digital filing systems.
• Oversee mail handling, phone lines, visitor management, and ensure meeting spaces are orderly.
• Coordinate office events, celebrations, and employee appreciation programs.
• Assist in planning company meetings, off-sites, retreats, and special events.
• Manage special projects for the CEO and leadership, tracking milestones and deadlines.
• Conduct research, compile reports, and support operational improvements.
• Continually improve administrative processes and uphold project timelines with other departments.

Candidate Profile

• Enjoys bringing structure to complex situations and can anticipate needs without prompt.
• Detail-oriented yet capable of understanding broader organizational goals.
• Demonstrates ownership, reliability, and consistent follow-through.
• Skilled communicator with a professional and empathetic approach.
• Able to thrive under evolving priorities and maintain confidentiality and sound judgment.
• Passionate about problem-solving and finding efficiency improvements.
• Eager to grow within a fast-paced entrepreneurial company.

Qualifications

• Bachelor's degree in Business Administration or equivalent relevant experience.
• 3 to 7 years of experience in executive assistance, office management, or related roles supporting senior leadership.
• Strong organizational, project management, and multi-tasking capabilities.
• Excellent verbal and written communication skills.
• Expertise with Google Workspace, Microsoft Office, Adobe Acrobat, Canva, and collaboration tools.
• Familiarity with CRM systems (HubSpot preferred), project management software, and expense management platforms.
• Quick adaptability to new technologies.
• Authorized to work in the United States.

Additional Details

• Location: New York City, in-person attendance required.
• Expected Hours: 40 hours per week; occasional evenings and weekends depending on CEO’s travel and business needs.
• Salary Range: $80,000 to $90,000 annually, commensurate with experience and qualifications.

Why Join?

This role grants the unique opportunity to work closely with the Founder & CEO, obtaining broad exposure to operational, strategic, sales, marketing, finance, and client relationship functions within a rapidly expanding business. The position offers meaningful impact and potential for substantial career advancement into key leadership positions as the company scales.