Office Manager Executive Assistant

WHO WE ARE:

At CloserStill we strive to deliver the best. Were on a mission to be the most dynamic B2B events and communities business in every market we serve bringing people together to learn connect and grow.

Operating across five regions we power over 200 market-leading events publications and brands across Business Technologies Healthcare Learning HR & Education and Future Transport & Infrastructure.

But what truly sets us apart is our people.

Our teams are diverse driven and united by a shared commitment to excellence. Rooted in our core values of ownership empathy teamwork integrity and determination we empower every employee to grow shape their own path and make a meaningful impact.

Joining CloserStill means being part of something bigger - not just building events but creating opportunities connections and lasting value for the communities we serve.

WHO WE ARE LOOKING FOR:

We are seeking a motivated highly organized and eager-to-learn Office Manager / Executive Assistant to join our team. This role will work directly with the President of North America and support our New York City office operations. The ideal candidate is proactive detail-oriented and comfortable managing multiple priorities in a fast-paced environment.

This is a hybrid position requiring two days per week in the office with additional in-office days as needed.

THE ROLE

This dual-role position is responsible for ensuring the smooth day-to-day operation of the NYC office while providing high-level executive support to the President and senior leadership team.

The Office Manager component focuses on office operations administration facilities management and onboarding coordination to ensure organizational effectiveness.

The Executive Assistant component provides confidential strategic and administrative support to senior leadership including calendar management travel coordination reporting and event-related assistance.

This role is Hybrid with two days required in the office and as needed.

Key Responsibilities

Executive Assistant Responsibilities

Provide high-level administrative support to the President

Manage complex calendars and scheduling (Outlook)

Coordinate and arrange domestic and international business travel

Prepare and process expense reports

Assist with highly confidential documents and sensitive information

Prepare reports presentations and business correspondence

Organize company meetings board meetings and internal events

Liaise with staff on behalf of leadership

Support Event Directors and Managers as required

Coordinate project-based work as assigned

Travel to company events and provide on-site support

• Assist with event sales administration including:

  • Sending correspondence to exhibitors

  • Checking and approving opportunities in Salesforce

  • Coordinating the onsite rebook process and rebook packs

Office Manager Responsibilities

Oversee the daily operations of the NYC office

Develop and maintain office communication protocols and administrative procedures

Implement and streamline office systems and processes

Maintain office condition and coordinate necessary repairs

Liaise with facility management vendors including cleaning catering and security services

Manage office design changes and workspace planning

Monitor and manage office inventory and supplies

Create purchase orders and track related documentation

Maintain office correspondence and records

Assist with onsite IT support (printers workstation setup basic troubleshooting)

Coordinate new hire onboarding including:

Setting up laptops and workstations

Managing first-day office setup and logistics

Liaising with the overseas IT team to ensure timely system access and technical readiness

Greet and assist visitors

Support general administrative and operational needs of the business

Skills & Qualifications

Proven experience in a similar Office Manager and/or Executive Assistant role (essential)

Strong Outlook calendar management skills

Excellent IT proficiency (Microsoft Office required)

Strong numerical and organizational skills

Salesforce knowledge (helpful but not essential)

High level of discretion and trustworthiness

Exceptional attention to detail

Ability to multitask and prioritize effectively

Calm and patient under pressure

Strong written and verbal communication skills

Collaborative team player with a proactive approach

WHAT WE OFFER:
We offer a competitive salary and comprehensive benefits package along with opportunities for travel and direct exposure to executive leadership in a dynamic collaborative environment.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation.

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age ethnicity religion or beliefs sexual orientation gender identity family or parental status or disability status.