Life Space Digital · 2 months ago
Executive and Office Assistant
New York City
Full-time
Onsite
Mid Level
$70K/yr - $90K/yr
3+ years expLife Space Digital is a fast-growing digital-out-of-home media startup transforming the way brands connect with audiences in real-world spaces. They are seeking an Executive & Office Assistant to support the Executive Committee and ensure the New York headquarters runs smoothly every day. The role involves managing office operations and providing proactive support to executives.
Marketing & Advertising
Responsibilities
Own all aspects of daily office operation — ensure cleanliness, readiness, and professional presentation of all workspaces
Maintain office supplies, snacks, and tech setups to support day-to-day needs
Greet and host guests; manage visitor logistics, sign-ins, and meeting room readiness
Handle mail and courier services — collect, sort, and distribute deliveries promptly
Manage vendor relationships — WeWork staff, cleaners, couriers, supply and food service partners
Track inventory, place orders, and manage small purchasing budgets within guidelines
Liaise with building management for maintenance and access issues
Coordinate event setup for internal meetings, visiting teams, investor visits, and board sessions
Manage small gifts for partners, clients, and staff — ordering, packaging, and delivery coordination
Run errands as needed to support office and business operations (supplies, pickups, drop-offs, etc.)
Manage calendars for Executive Committee members — schedule meetings, resolve conflicts, and ensure time efficiency across multiple time zones
Coordinate domestic and international travel — flights, hotels, ground transport, itineraries, and meeting packets
Prepare for meetings — printouts, materials, refreshments, setup, and follow-up tracking
Handle expense reports and reimbursements, coordinating with Finance for timely processing
Organize executive files, folders, and shared drives for easy access and accuracy
Support small administrative or logistics needs for executives as required
Schedule interviews, onboarding sessions, and HR-related meetings in coordination with the People team
Assist with onboarding logistics: welcome kits, laptop setup, and workspace readiness
Coordinate travel appointments, document delivery, and visa-related scheduling
Maintain shared calendars and travel logs for company visibility
Process purchase requests and vendor invoices related to office and executive activities
Keep accurate records of recurring vendors, renewals, and payment cycles
Support reconciliation of travel and expense submissions within Ramp or similar systems
Track open action items for Executive Committee members and ensure closure
Maintain task lists and proactive reminders to prevent bottlenecks
Draft simple internal communications (office updates, meeting reminders, event notices)
Capture light meeting notes or next-step summaries when requested
Qualification
Required
3–6 years of administrative or executive-assistant experience, ideally in a dynamic or startup environment
Proven ability to handle multiple priorities with efficiency and calm
Strong organizational and time-management skills; meticulous attention to detail
Clear and confident communication skills, both written and verbal
Proficiency with Microsoft Office / Google Workspace, Slack, and scheduling and expense systems
Independent, proactive, and comfortable making smart decisions without waiting for direction
Exercises good judgment, tact, and discretion in all interactions
Preferred
Fast, organized, and obsessed with follow-through
Anticipates needs — doesn't wait to be told
Balanced personality: polished enough for executives, grounded enough for startup pace
Steady under pressure, positive, and adaptable
Takes pride in creating a professional, well-run environment that reflects Life Space Digital's culture and ambition
Company
Life Space Digital
Life Space Digital is transforming the daily journey with impactful video - where audiences live, work and spend.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase