Administrative Support Assistant

About the Role

The C-Suite office is seeking a proactive, organized, and highly dependable Administrative Support Assistant to support the day-to-day operations of a fast-paced executive office. This is an office-based role with no travel. Working closely with the executive assistants and Chief of Staff team, you will help assist with the day-to-day needs of the office. This role is ideal for someone early in their career who enjoys being helpful, takes pride in getting the details right, and can remain calm and professional as priorities change. The position reports to the lead Executive Assistant. We are also looking for someone who is curious about technology and excited to use AI and automation thoughtfully to make the office more efficient.

Key Responsibilities

Executive Office and Daily Support

• Prepare the office each morning by stocking water, logging Executive onto desktop, and ensuring TV is on the correct channel.
• Register guests with building security.
• Provide phone coverage when the Executive Assistants are traveling, take accurate messages, and promptly escalate urgent matters to the lead Executive Assistant.
• Maintain and update contact information.
• Coordinate errands and pick up lunch, coffee, and all other requested items.
• Use approved AI tools and automation, where appropriate, to streamline recurring administrative work while protecting confidential information and verifying outputs.

Travel and Transportation Coordination

• Confirm hotel readiness and special requests before arrival.
• Make restaurant reservations.
• Send drive times, subway and walking directions to the scheduler for them to input into the calendar directly.

Expenses and Invoices

• Prepare and submit expense reports, collect receipts, and maintain complete supporting documentation.
• Keep clear, accurate records and follow up on unresolved items.

Tickets and Client Coordination

• Manage ticket-related logistics across multiple sports teams.
• Communicate with clients regarding ticket distribution and delivery.
• Track ticket sales, proceeds, payments, and reimbursements for particular sports teams.
• Reconcile ticket activity and maintain supporting records.

Requirements & Tech Stack

• A "no job is too small" mentality.
• Strong organization, attention to detail, and follow-through.
• Clear, polished communication and sound judgment.
• A service-oriented mindset and willingness to take ownership of tasks from start to finish.
• Ability to anticipate needs, prioritize effectively, and adapt in a fast-moving environment.
• Discretion and professionalism when handling confidential business and personal information.
• Proficiency with Microsoft Outlook, Excel, Word, and PowerPoint.
• Willingness to support a range of business and personal requests with professionalism and good judgment.

Qualifications

Prior experience in an administrative, hospitality, customer service, event, campus leadership, or other service-oriented role is helpful, but we are most interested in your organization, reliability, judgment, and ability to learn.

Additional Information

• Location: New York
• Schedule: Monday-Friday. 8:30am to 6pm (hours subject to change based on executive schedule). Some weekend hours required.