Executive Assistant & Office Manager, New York

Explorer (Level 1) — Uses AI daily to boost personal productivity

Builder (Level 2) — Creates workflows and tools that elevate the whole team

Integrator (Level 3) — Embeds AI into products and processes at scale

Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties;

Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace;

Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands;

Greet clients and internal/external visitors, promptly addressing or directing inquiries;

Assist in organizing, scheduling, and executing onsite events;

Handle incoming and outgoing phone calls, both internal and external.

Manage leadership team members' calendars and provide executive assistant support, namely:

Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.

Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability;

Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;

Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction;

Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally;

Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures;

Ensure strict confidentiality at all times.

Availability to work at the New York office 5 days a week (9 am to 5 pm typically);

3+ years of experience as an Executive Assistant and/or Office Manage;

Strong verbal and written communication skills in both Portuguese and English;

Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.

Consulting background (law firm, banks) or start-up background;

Experience with Zip, Concur, Notion, Slack, and Navan.