Administrative assistant and Office Manager

About Us

At Mutinex, we’re not chasing unicorn status - we’re building a sustainable, long-lasting business (think Bowhead Whale). We're an early-stage B2B SaaS company with a proven platform, trusted by big-name clients, and already generating millions in revenue.

Our mission is bold: to build a universal business growth decision engine. Our platform empowers marketing, media, agency, analytics, and finance teams to organize, analyze, and action data at scale - unlocking and optimizing the true drivers of sustainable growth.

We’re a hybrid team spread across Sydney, Melbourne, and New York. We value open communication, diverse perspectives, and a culture of continuous learning and feedback.

The Role

This role sits at the heart of our new New York office. You’ll spend part of your time as the on-the-ground executive support for our CEO, part of the time supporting the wider New York team on adhoc administrative tasks and the rest of your time as the operational backbone of our NY office.

This is not a remote role - your physical presence in the office is core to what makes it work. You'll be the person who makes the space hum, the team feel looked after, and the CEO's New York days run without friction.

You'll work closely with our Sydney-based Senior EA, who leads on CEO priority management and strategic coordination. Together, you'll operate as a two-person team around the CEO to ensure he’s supported seamlessly across all time zones.

We're in scale-up mode: growing fast, moving faster. This role has real visibility into senior leadership and business operations, and the right person will thrive on that energy.

What You'll Do

Executive & Team Support

• Support the CEO's New York calendar - scheduling, room and venue bookings, and day-of coordination
• Provide local life admin support - reservations, errands, and personal scheduling as needed
• Support the team and US President on ad hoc administrative tasks including travel arrangements
• Be a proactive, present resource for the CEO and team throughout the working day
• Liaise daily with the Senior EA in Sydney to ensure seamless priority handoffs across time zones

Office Operations

• Keep the New York office running smoothly, including supplies, vendors, maintenance, and space setup
• Own relationships with the landlord and any local service providers
• Ensure the office is consistently tidy, stocked, and welcoming
• Manage IT, building passes, and desk setup for new starters

Team & Culture

• Be the go-to person for the NY team's day-to-day needs
• Drive local team culture through events, celebrations, and offsites
• Support New York onboarding end-to-end - from desk and technology setup to first-day experience

What We're Looking For

There's no perfect candidate - if you meet most of the criteria below and are excited about the role, we'd love to hear from you.

• 1-2 years of experience in an EA, administration office management, or operations role in a fast-paced environment (startup or scale-up experience a plus)
• Highly organized with exceptional attention to detail
• Calm under pressure and adaptable when priorities shift
• Proactive and solutions-oriented - you notice what needs doing before being asked
• Strong communicator, comfortable working with strong personalities and
• Discreet and professional with sensitive information

We believe skills can be developed - so if you bring a unique perspective and are eager to learn, we’d love to hear from you.

Why Work With Us?

• Real Customer Impact: Your work directly shapes our platform and the success of our customers
• Challenging, Meaningful Work: Tackle complex data and infrastructure problems at scale
• Autonomy and Ownership: Drive initiatives end-to-end with support when you need it
• Learning and Growth: Collaborate with a thoughtful team of engineers and data scientists who love what they do
• Equity Ownership: All team members receive equity (ESOP)
• Parental Leave: 12 weeks paid leave for the birth parent and 6 weeks for the secondary carer after 2 years
• Generous Time Off: 20 days of annual leave to start, plus 5 extra days after your first year, and 1 additional day each year after that (up to 30)
• Work from Anywhere: Take your laptop and work from anywhere in the world for up to 6 weeks each year

We’re Committed to Inclusion

Mutinex is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants of all backgrounds, experiences, identities, and abilities.

If you need adjustments or accommodations during the application process, just let us know, we’re happy to support you.

Ready to Join Us?

If this sounds like a place where you’d thrive, we’d love to hear from you. Send us your resume and a short note about why this role excites you - we care more about what drives you than perfect formatting.