Executive Assistant & Office Manager

About the Role

Blueland is seeking a highly organized, proactive and detail-oriented Executive Assistant & Office Manager to support the company’s two Co-Founders and ensure the office operates smoothly, efficiently, and professionally. 
Reporting to the Chief of Staff, this role combines hands-on office management with executive and administrative support. The ideal candidate takes pride in maintaining an exceptionally organized, welcoming workplace, and consistently anticipates needs before they arise. 
We are looking for a resourceful self-starter who is responsive and comfortable operating independently, with a commitment to continuous improvement and a willingness to take on responsibilities of every scope. 
This is a full-time position working out of Blueland’s New York City office five days per week.

Responsibilities

Executive & Administrative Support

• Strategically manage Co-Founders’ calendars with independent judgment, proactively resolving scheduling conflicts and aligning executive time with top business priorities. 
• Orchestrate end-to-end logistics for internal and external meetings, including conference room reservations, video conferencing and A/V setup, catering, and preparation of agendas and materials. 
• Project manage commitments, deadlines, and follow-ups to ensure all action items are completed on time.
  Assist with travel planning and logistics, including flights, hotels, transportation, itineraries, and reservations as needed. 
• Prepare and submit accurate, timely expense reports for the Co-Founders; reconcile receipts, process reimbursements, and maintain related administrative documentation. 
• Prioritize Blueland’s mission and sustainability standards when researching and selecting vendors, restaurants, accommodations, and gifts. 
• Handle sensitive business, financial, and personal information with discretion and sound judgment. 
• Leverage technology, AI, and automation tools to streamline administrative workflows, including scheduling, inbox management, meeting recaps, and follow-ups. 
• Drive ad-hoc administrative projects and proactively identify opportunities to streamline processes and elevate operational efficiency.
Office Management & Operations
• Oversee the day-to-day organization, appearance, and functionality of the office, conducting regular walkthroughs to ensure conference rooms, common areas, kitchen spaces, workstations, and storage areas remain clean, organized, and professional at all times. 
• Manage office and kitchen supplies, snacks, beverages, and other recurring needs; monitor inventory levels and reorder proactively to prevent shortages.
• Serve as the primary point of contact with building management; identify, schedule, and follow through on repairs and maintenance until resolved; and coordinate emergency procedures, office notices, and building-related communications. 
• Manage relationships with office vendors and recurring service providers, facilitate new vendor onboarding, review and route invoices for approval and payment, and track office spend against budget to identify cost-saving opportunities. 
• Receive, sort, and distribute mail, packages, and deliveries; coordinate courier pickups; and run occasional business-related errands. 
• Ensure the products, practices, and vendors used in the office reflect the same sustainability standards Blueland builds into its products, so the office serves as a visible extension of the company’s mission. 
• Partner with the People + Culture team to prepare workstations, equipment, and supplies ahead of each new hire’s first day, and serve as the primary point of contact for employees on office logistics and day-to-day needs. 
• Identify and implement improvements to office systems, organization, processes, and the overall employee experience.

Qualifications

• 3+ years of progressive administrative experience supporting senior-level managers, directors, or executive leadership. 
• Resourceful and solutions-focused, with the ability to identify and address issues before they escalate.
• Strong written and verbal communication skills. 
• Exceptional organizational skills with strong attention to detail and follow-through. 
• Resourceful, proactive, and eager to contribute beyond the scope of the role. 
• Strong calendar management, travel coordination, and expense reporting experience. 
• Excellent organizational skills and the ability to juggle multiple priorities in a fast-paced environment.
• Experience managing competing responsibilities in professional, academic, caregiving, hospitality, household, volunteer or small business environments. 
• Interest in leveraging AI and automation tools to improve the speed and quality of day-to-day work. 
• Proficiency in Google Workspace, Slack, Notion, and expense management systems. 
• Genuine enthusiasm and alignment with Blueland’s mission to eliminate single-use plastic.

Location & Salary

This role is based in New York City and operates fully in person at the Blueland office five days a week. 
The salary range for this position is $85,000-110,000 per year.