Executive Assistant Operations Background Wanted

Executive Assistant

You’re one of those people who makes things work.

It doesn’t really matter what your job title has been. Operations, office management, coordination, administration, HR, legal or something similar - wherever you’ve worked, you’ve become the person people rely on to keep everything moving.

You’re ridiculously organised. You keep track of the details other people forget, follow things through properly and have a natural instinct for turning something messy into something structured.

Give you an important deadline, a disorganised process or ten moving pieces that all need coordinating and you’re in your element.

You genuinely love admin, systems and organisation. Not because you like ticking boxes for the sake of it, but because you love the result when everything is where it should be, people know what’s happening and nothing important is slipping through the cracks.

You’re also great with people.

You’re warm, confident and easy to deal with, but you’re definitely not a pushover. If someone owes you something, you’ll follow them up. And if they still owe it to you tomorrow, you’ll follow them up again.

You know how to keep people accountable without creating unnecessary friction.

And when something goes wrong, you don’t immediately hand the problem to someone else. Your instinct is to work it out.

You ask questions. You find the right person. You learn the software. You chase the answer. You come back with a solution.

That ability to just get things handled is probably one of the reasons you’ve become so valuable in previous roles.

You’re a high performer, and now you’re looking for something a little different.

You may never have thought, “I want to become an Executive Assistant.”

But you do know you want a bigger challenge.

You want to be closer to the important decisions. You want to work directly with leadership, understand how a business really operates and have the kind of role where your organisation, judgement and follow-through make an obvious difference.

You want something broad enough to really sink your teeth into and bring your operational experience and achievements to.

This is an Executive Assistant role with Z Best NYC, a home care company with around 100-120 staff that is preparing for aggressive growth. The business is ambitious with a family-type culture and non-corporate. They have big plans - including growing by 2.5x and undertaking a major internal project to strengthen its processes, policies and structure.

And despite the title, this is much broader than a traditional EA position.

Your biggest responsibility will be helping give the Founder the clarity, capacity and calm to focus on the company's most important work.

You’ll take ownership of his calendar and priorities, screen meeting requests, coordinate travel and executive logistics, prepare information for meetings and decisions, and handle sensitive executive and financial administration.

A big part of your value will be using your judgement before something ever reaches the Founder.

Does this genuinely need their attention? Can you get the information first? Can it go to somebody else? Is there an obvious next step you can organise yourself?

You’ll also sit in management and strategy meetings, capture what was actually decided and make sure commitments don’t quietly disappear afterwards. When somebody says they’ll do something, you’ll keep track of it and follow it through to completion.

That operational brain of yours will then be put to work across several other parts of the business.

You’ll help keep the office organised, stocked, secure and running properly, coordinating suppliers, events, workplace requirements and the practical details that allow the team to work effectively.

You’ll coordinate company contracts and insurance records, stay ahead of renewals and deadlines, follow up vendors and external organisations and make sure agreements and records remain complete, organised and audit-ready. (even if you don’t have legal experience that is okay, this is not required to do this)

You’ll also help turn proven ways of working into dependable company knowledge - coordinating policy drafts, approvals, publishing, updates and accurate policy records.

Some weeks will look different from others. There are existing systems and processes, but you’ll also be involved in helping implement and improve them as the company grows.

So if you want the exact same list of tasks every day, this probably won’t be your role.

But if you’re an operational person who loves being across the moving pieces, solving problems, organising people and information, and becoming genuinely consequential to the people you work with, there’s a lot here to get your teeth into.

Z Best NYC is growing quickly and has a track record of promoting high performers who demonstrate the capability to step up. The culture is friendly, family-oriented and relatively non-corporate, with an emphasis on respect, teamwork, accountability, high standards and being solution-minded.

This is a full-time, Monday-Friday 9-5 role and is 100% office-based in Brooklyn.

If you’re the operational person everyone already relies on - and you’re ready to apply that capability to something bigger, broader and much closer to the leadership of a growing business - apply now.

Pay: $70,000.00 - $75,000.00 per year

Application Question(s):

• Are you able to work in person in Brooklyn Monday–Friday, 9–5?
• Have you supported a CEO/senior executive?
• Do you have legal experience?
• Are you comfortable with the $70K–$75K salary range?

Experience:

• relevant: 3 years (Required)

Work Location: In person