Executive Assistant and Operations Coordinator

Role Title: Executive Assistant and Operations Coordinator

Location: NYC

Type: Full-time

Reports to: Joe Speiser - Co CEO

About Hampton

Hampton is a private network for high-growth founders and CEOs.

Our community is made up of entrepreneurs who run tech-enabled companies with $3m in revenue.

Our members want to build successful companies and take over the world...but also want meaningful conversations, to become better leaders and people, and have world-class networking opportunities.

The Role

You are the operational backbone of Hampton's leadership team. You sit at the intersection of executive support, HR, accounting, and office operations - wearing multiple hats without dropping any. This is a high-trust, high-autonomy role where your systems-thinking and follow-through keep the company running smoothly while leadership focuses on growth. You will often be the person who notices operational gaps before anyone else and builds the systems that keep Hampton running smoothly.

You're not just managing calendars. You're onboarding new hires, keeping our financial house in order, coordinating office logistics, and making sure nothing falls through the cracks across a fast-moving organization.

Key Responsibilities

Executive Support 25%

• Proactively manage executive priorities by optimizing calendar flow, protecting deep work time, and minimizing context switching
• Book complex travel (domestic and international), including flights, hotels, restaurants, and ground transportation
• Track key follow-ups and commitments from leadership meetings to ensure decisions translate into action (L10)
• Draft and manage internal communications on behalf of leadership
• Coordinate the weekly memo cadence: collect, organize, and distribute leadership memos

Light HR 25%

• Maintain hiring infrastructure, including job descriptions, application workflows, and candidate tracking systems
• Run employee onboarding end-to-end: contracts, offer letters, payroll setup (Gusto), equipment ordering, tool provisioning, 60-Day Onboarding Plans, welcome materials, and day-one readiness
• Manage offboarding: system access removal, equipment returns, compliance wrap-up
• Coordinate with external recruiting partners on candidate pipelines and interview scheduling
• Maintain employee records, manage Hamptonaversary celebrations & SWAG, and track PTO/OOO schedules
• Ensure proper classification and payroll compliance for employees and contractors

Light Accounting & Finance 15%

• Process and categorize expenses; manage team spend via Ramp
• Track and reconcile sales commissions
• Support 1099 preparation and annual tax organizer coordination
• Manage vendor invoices and payments
• Coordinate with our finance lead on P&L accuracy and budget alignment

Office & Operations 35%

• Manage the NYC office: supplies, vendor relationships, access control (Kisi), and day-to-day logistics
• Own punch lists, buildouts, and facilities coordination
• Build and maintain internal systems in Notion for playbooks, documentation, and company knowledge
• Ensure the Playbook Hub stays current and accessible
• Serve as the connective tissue across departments, improve operational processes to reduce friction and increase team efficiency
• Identify gaps in systems and proactively implement solutions

Who You Are

• 3-5 years in an EA, Office Manager, or Ops Coordinator role - ideally at a startup or high-growth company
• Comfortable juggling HR, finance, and admin work without needing a playbook for each (though you'll help build ours)
• Extremely organized, with a near-obsessive attention to detail and follow-through
• High ownership mindset. If something is broken, unclear, or inefficient, you take initiative to fix it
• Strong written communicator - you draft emails, memos, and internal updates that are clear and professional
• Experienced with tools like Notion, Slack, Google Workspace, Gusto, Ramp, HubSpot, and Airtable (or similar)
• Calm under pressure, proactive by nature, and comfortable working directly with C-level leadership
• High integrity and discretion - you'll handle sensitive information regularly
• Based in or willing to commute to Midtown Manhattan (213 W 35th St) Tuesday through Thursday

What Success Looks Like in 90 Days

• Take full ownership of executive scheduling and travel
• Run onboarding for new hires end-to-end
• Get fully integrated into Hampton’s financial tools and expense workflows 
• Help improve documentation and operational systems in Notion
• Become a trusted operational partner to leadership

What We Value

1. Build with Pride - Own every detail
2. Competitive Excellence - Raise the bar, then clear it
3. Have Fun - Life's too short for boring work
4. Be Radically Candid - Say what needs to be said
5. Stay in Sync - Move fast, move together

Compensation & Perks

• $100k - $120k salary depending on experience
• Health, dental, vision insurance
• Unlimited PTO
• Performance-based bonus structure