SHADOW · 1 hour ago
Executive Assistant (with Office Coordination)
New York, NY
Full-time
Hybrid
Mid Level
$70K/yr - $75K/yr
3+ years expSHADOW is seeking a talented and passionate individual to serve as an Executive Assistant to the agency’s Partners. This role involves managing executive schedules, supporting administrative duties, and providing front-of-house office coordination three days a week.
AdvertisingContentEventsMarketingPublic RelationsSocial Media Management
Responsibilities
Plan, coordinate, and ensure that the Partner / Owners’ schedules are planned efficiently and aligned to preferences, maximizing time effectiveness
Work closely with the Partner / Owners to keep them well-informed of upcoming meetings and events, following up appropriately
Handle multiple requests for executive time, using sound judgment to prioritize, avoid double bookings, and anticipate meeting needs
Support basic administrative duties: travel, expense reports, document creation and maintenance
Assist in coordinating agendas for upcoming client and internal meetings
Manage external contacts and maintain an understanding of key relationships
Provide front-of-house support and serve as a welcoming presence for team members, clients, and visitors
Assist with incoming mail, deliveries, and general office coordination
Support the setup and logistics for client, new business, and internal meetings
Assist with scheduling needs related to executive meetings, offsites, and internal programming
Support onboarding coordination and internal team communications
Assist with internal recognition, gifting, and special moments
Partner with the People Ops team on office-related scheduling and coordination needs
Handle additional administrative and office coordination tasks as needed
Qualification
Required
Minimum 3 years Office Administrative / Executive Assistant experience
Proficient in Google Workspace and heavy calendar management for multiple executives
Ability to anticipate executives' needs
Diligent follow-through on every task given
A self-starter who is resourceful and a strong multitasker
Comfortable communicating/interacting with clients and high-level executives
Excellent written and verbal communication skills
Benefits
Medical + dental + vision insurance
Generous PTO and paid holidays
Dedicated mental health days
Unlimited sick time
40 hours of paid VTO annually (voluntary time off)
401(k) retirement plan with matching
Pre-tax commuter and healthcare benefits
12 weeks paid leave for new parents
Individualized career mapping
Summer Fridays (early close Fridays Memorial Day - Labor Day)
Hybrid work schedule (1-3 days in office per week, depending on role)
Company
SHADOW
Shadow provides media relations, influencer marketing, event production, social media management, PR and content development services.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Lisette Sand-Freedman
CEO
Erica Larsen
Executive Vice President and Partner
Company data provided by crunchbase