Oakleaf Partnership is hiring: Executive Assistant & Facilities Coordinator in N

Executive Assistant & Facilities Coordinator

Location: New York City (Hybrid - 4 days in office, 1 day remote)

Compensation: $100,000 - $110,000

Schedule: Monday - Friday, circa 40 hours, flexibility required

Organization Profile: global professional services company

A leading privately held professional services organization is seeking an Executive Assistant & Facilities Coordinator to support senior leadership while ensuring smooth operations of our New York office. This dual-capacity role offers variety, visibility, and responsibility, balancing high-level executive support with oversight of facilities and office management.

We are looking for a proactive, highly organized, and resourceful professional who thrives in a fast-paced environment, demonstrates discretion, and can manage competing priorities with confidence.

Key Responsibilities:

• Provide executive-level administrative support to senior leadership, including calendar management, travel coordination (domestic and international), expense processing, and scheduling.
• Act as liaison between executives and internal/external stakeholders, ensuring timely and professional communication.
• Assist with preparation of reports, presentations, and meeting materials; attend select meetings, track action items, and follow through on deliverables.
• Oversee day-to-day facilities operations for the New York office, including vendor management, office supplies, space planning, and maintenance requests.
• Coordinate logistics for meetings, events, and office functions, including catering, technology setup, and room management.
• Manage health, safety, and compliance protocols within the office, ensuring a professional and welcoming work environment.
• Anticipate needs of both executives and office operations, proactively addressing challenges before they arise.
• Support occasional overtime, evening events, and high-demand periods as needed.

Qualifications:

• Proven experience as an Executive Assistant, with exposure to facilities/office management responsibilities.
• Exceptional organizational skills and attention to detail, with the ability to balance multiple priorities effectively.
• Strong written and verbal communication skills, capable of drafting professional correspondence and reports.
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word); experience with expense and travel systems preferred.
• Prior experience managing office vendors, facilities issues, or related operations is highly desirable.
• Demonstrated discretion, professionalism, and ability to handle confidential information.
• Flexible and adaptable, with a solutions-oriented mindset and willingness to go above and beyond when needed.