Executive and Office Assistant

Life Space Digital is a fast-growing digital-out-of-home media startup transforming the way brands connect with audiences in real-world spaces. With operations expanding rapidly in both the U.S. and Asia, we are seeking an Executive & Office Assistant to support our Executive Committee (CEO and Head of Human Resources) and ensure our New York headquarters runs smoothly every day.

This role combines two equally important missions: maintaining a high-functioning, organized, and professional office environment, and providing proactive, detail-oriented support to the executive team.

The right person will take ownership of the office, anticipate needs before they’re voiced, and thrive on keeping things in order. They’ll bring structure and energy to a busy, fast-growing startup — someone who notices what needs to be done, acts quickly, and follows through to completion.

What you'll do:

Office Management (NYC HQ – WeWork Times Square)

• 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.).

Executive Support (Executive Committee)

• 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.

Scheduling & Coordination

• 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.

Expense, Procurement & Travel Support

• 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.

Communication & Follow-Up

• 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.

Who you are:

• 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.

You may be an ideal fit for this role if you are:

· 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.

This is a full-time, on-site position at Life Space Digital’s HQ office (WeWork Times Square, New York City). The pay range for this position is $70,000 - $90,000; however, base pay offered may vary depending on job related knowledge, skills, candidate location, and experience.