Executive Assistant / Office Manager

About Evergreen At Evergreen Trading, we’re driven by collaboration and value creation for our clients. That’s why we’re the go-to, strategic partner for marquee brands across industries. Headquartered in NYC, we’re a media investment and trade firm that helps brands achieve their goals by leveraging their unwanted assets to purchase media. Our unique approach allows clients to improve their ROI by turning excess inventory, equipment, real estate, and more into media purchasing power. If you're looking for a dynamic work environment and have a passion for doing things differently, Evergreen Trading is the place for you. To learn more about us, check out our brand video and People and Culture page. Position Description The Executive Assistant and Office Manager will provide high-level administrative support to our executive team, ensuring the efficient operation of the executive office. They will also be responsible for the day-to-day operations and administration of the New York office. Duties And Responsibilities Schedule Management: Organize and maintain executive calendars. Coordinate meetings, appointments, and travel arrangements. Communication: Handle incoming communications, including phone calls, emails, and correspondence, ensuring timely responses and appropriate follow-ups. Meeting Preparation: Prepare for meetings by organizing agendas, compiling necessary documents, and taking meeting minutes as necessary. Travel Coordination: Arrange travel itineraries and book flights, accommodations, and ground transportation, ensuring compliance with company policies. Document Management: Maintain and organize files, reports, and records, ensuring easy access to critical information. Project Support: Assist with special projects, research, and data analysis as needed. Event Planning: Coordinate events, including time at company events, conferences, and meetings, ensuring all logistical details are managed efficiently. Team Collaboration: Work closely with other departments and external partners to ensure smooth operations. Office Operations and Administration: Serve as the primary point of contact for office-related inquiries. Manage office supplies and inventory, placing orders as needed. Maintain office equipment and AV equipment and liaise with vendors for repairs and maintenance. Assist with budget planning and expense tracking for office operations. Knowledge & Skills Bachelor's degree in Business Administration, Communications, or a related field preferred. 4-6 years of experience in an administrative or executive assistant role. Excellent organizational skills, strong communication abilities, proficiency in Microsoft Office Suite, and the ability to handle multiple tasks simultaneously. Proven ability to handle sensitive information with discretion and maintain high confidentiality. Core Competencies High professional demeanor Strong attention to detail Robust problem-solving skills Ability to work independently and as part of a team Salary: $75,000 - $85,000 The above represents the expected base salary range for this role. Exact compensation is determined by level of experience, location, and other job-related factors. Why Work With Us Since our founding in 2009, Evergreen Trading has always believed that our people are the most valuable part of our business. That’s why our company is 100% employee owned. It’s also why we continue to invest in our employees' professional and personal development through company-sponsored training, mentorship, and a dedication to DEIB. Other highlights include: Automatic enrollment in the Employee Stock Ownership Plan (“ESOP”) 401(k) plan with an employer match Extensive benefits offering in which Evergreen covers 75% of health premiums for employee and dependent coverage Generous time off including office closure between Christmas and New Year’s Day Hybrid work schedule Evergreen Trading is proud to be an equal opportunity employer, committed to a diverse and inclusive work environment. We welcome candidates from all backgrounds to apply and believe diversity enhances our creativity, innovation, and overall success. All employment opportunities at the company are based upon an individual’s qualifications to perform the essential functions of a particular job and business needs, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, caregiver status, veteran status, disability status, or any other legally protected characteristics.