Executive & Team Administrator

About the Position: We are looking for a highly organized, proactive, and people-first Executive & Team Administrator to be a key operational backbone of our company. Reporting directly to the COO, this role blends executive support with broad company-wide administration — from keeping our leadership running smoothly to creating a welcoming environment for new hires and planning events that bring the team together. What You Will Be Doing: Executive Support – COO & Other C-Suite Manage and maintain the COO and other C-Suite's calendar, scheduling, and prioritization of meetings and commitments Prepare agendas, briefing materials, and follow-up notes for leadership meetings Coordinate travel arrangements, itineraries, and expense reporting for the COO and other C-Suite individuals Act as a trusted liaison between the leadership team and internal teams, ensuring timely communication and follow-through Handle confidential information with discretion and professionalism Draft and proofread correspondence, presentations, and internal communications on behalf of the COO and other C-Suite Office Management & Operations Oversee day-to-day office operations to ensure a productive, organized, and welcoming workplace Manage vendor relationships, office supply inventory, and facility coordination Serve as the primary point of contact for building management, IT support coordination, and office service providers Develop and maintain office policies, procedures, and operational workflows Manage office budget and track expenditures related to facilities and operations New Hire Onboarding Coordinate and execute a seamless onboarding experience for all new hires from offer acceptance through their first 30 days Prepare onboarding schedules, welcome packages, and first-day logistics including desk setup, equipment, and system access Partner with HR, IT, and department leads to ensure all onboarding touchpoints are completed on time Serve as the primary point of contact for new employees during their onboarding period, answering questions and providing guidance Continuously improve the onboarding process based on new hire feedback and company growth Company Events & Culture Plan, coordinate, and execute company-wide events including town halls, team offsites, holiday celebrations, and milestone events Manage event logistics including venue sourcing, catering, vendor management, and on-site coordination Partner with People/HR team to support culture initiatives and employee engagement programs Manage event budgets and ensure high-quality experiences within defined parameters Cross-Functional & Administrative Support Support broader company initiatives and special projects as directed by leadership team and business operations Maintain and organize company-wide shared resources, documentation, and internal communication channels Assist with board meeting preparation, investor communications logistics, and leadership team coordination Identify opportunities to streamline administrative processes and implement scalable solutions Qualifications 4–7 years of experience in an executive assistant, chief of staff, or operations/admin role, ideally at a fast-growing startup Proven ability to support C-suite executives in a fast-paced, high-growth environment Experience managing office operations and leading cross-functional coordination Exceptional organizational skills with a strong ability to multitask and prioritize effectively Strong written and verbal communication skills High emotional intelligence, with the ability to anticipate needs and read between the lines Proficiency with modern tools (e.g., Microsoft Office, Slack, Teams, etc.) High level of discretion, integrity, and professionalism Comfortable in a fast-paced, constantly evolving environment NYC-based or willing to commute regularly to our NYC office (hybrid work environment) Bonus Points Experience supporting fundraising, investor relations, or board communications Passion for tech, startu