What are the responsibilities and job description for the Administrative Assistant and Office Manager position at Hollylist?
Administrative Assistant & Office Manager
Job Summary
We are seeking an Administrative Assistant & Office Manager to support the President of the company in a fast-paced, continuously evolving environment. This role requires someone who has no ego, is willing to go the extra mile at all times, is incredibly organized and meticulous in their attention to detail, thrives in high-intensity fast-paced environments, demonstrates impeccable judgment, and is able to observe and anticipate needs without guidance while remaining open to feedback and adjustments. The ideal candidate brings not only exceptional organizational skills but also the intuition and foresight to anticipate needs, often before they are spoken, and a trouble-shooter's instinct to identify and resolve problems before they arise.
This position is based out of our Manhattan office and requires a discreet, adaptable professional who can balance running day-to-day office operations with high-touch, direct support of the President — managing both his professional schedule and personal errands. Do NOT apply if you do not fit this description.
Required
Job Summary
We are seeking an Administrative Assistant & Office Manager to support the President of the company in a fast-paced, continuously evolving environment. This role requires someone who has no ego, is willing to go the extra mile at all times, is incredibly organized and meticulous in their attention to detail, thrives in high-intensity fast-paced environments, demonstrates impeccable judgment, and is able to observe and anticipate needs without guidance while remaining open to feedback and adjustments. The ideal candidate brings not only exceptional organizational skills but also the intuition and foresight to anticipate needs, often before they are spoken, and a trouble-shooter's instinct to identify and resolve problems before they arise.
This position is based out of our Manhattan office and requires a discreet, adaptable professional who can balance running day-to-day office operations with high-touch, direct support of the President — managing both his professional schedule and personal errands. Do NOT apply if you do not fit this description.
Required
- 3 years experience as an administrative assistant, executive assistant, and/or office manager
- Proven success working in a demanding, fast-paced, high-intensity environment
- Expertise in managing complex calendars, high-volume inboxes, and shifting priorities
- No task too small or too big
- Prior office management experience preferred
- Manage the President's calendar end to end — scheduling, prioritizing, and resolving conflicts across a constantly shifting schedule
- Streamline and manage communication on the President's behalf — screening and prioritizing emails and calls, drafting correspondence, and ensuring nothing falls through the cracks
- Organize and prioritize a high volume of inbound requests, flagging what's urgent
- Coordinate travel arrangements, both professional and personal
- Run day-to-day office management for the Manhattan office: ordering supplies, coordinating vendors and building management, maintaining an organized workspace, and greeting visitors
- Handle both professional and personal errands for the President as needed
- Maintain filing, data entry, and other clerical and office administration duties
- Make and return calls on the President's behalf
- Utilize Microsoft Office and Google Workspace for document creation, proofreading, and correspondence
- Track and help manage ongoing projects
- Resolve issues effectively and professionally as they arise
- Maintain the highest level of discretion and confidentiality
- Step up to take on additional responsibilities and projects as opportunities arise
- Exceptional organization and prioritization skills under pressure
- Strong judgment and diplomacy when acting on behalf of the President
- Advanced ability to anticipate needs and respond proactively
- Skilled at streamlining communication and workflow for a busy executive
- Calm, steady, and unflappable in high-pressure situations
- Proactive and intuitive, able to recognize needs before they are voiced
- Discreet, highly trustworthy, and reliable with sensitive information
- Flexible, adaptable, and energized by changing demands
- Job Type: Full-time
- Pay: $65,000-95,000 annually
- Education: Bachelor's preferred
- Experience: Administrative Assistant / Office Manager — 3 years (required)
- Language: English (required)
- Location: Manhattan, NY (Required)
- Work Location: In person
Salary : $65,000 - $95,000