Executive Assistant

Employment Type: Full-time Salary Exempt

Location: 34-09 Queens Blvd Long Island City NY 11101 (On-site)

Schedule: Monday Friday 9:00 am 5:30 pm

Reports To: Chief Executive Officer

Compensation: $90000 $150000 per annum - DOE

Role

This is not a calendar-only assistant role. We are looking for the person who runs the operating system behind Gamers Choices three partners.

You will be the connective tissue between the partners and everything moving around them. You will own their time protect their focus track what theyve committed to and chase down the updates they need. You will also handle travel vendors office logistics events and the occasional errand. The right person is unusually organized comfortable holding senior leaders accountable to their own deadlines discreet with confidential information and genuinely enjoys being the person who makes everything else work.

Responsibilities

• Founder Priorities & Operating Rhythm
  Maintain a live Founder Priorities list per principal (top quarterly priorities active projects key relationships) and a decision log tracking what was decided by whom and when it goes live flagging anything decided but not yet implemented. Own the leadership cadence: run a weekly time vs. priorities review and schedule/prep quarterly and annual planning days offsites and strategy reviews.
• Executive Support & Calendar
  Own and defend all three principals calendars triaging what needs a principal versus a functional leader. Build agendas and pre-reads for recurring leadership meetings attend to capture notes and action items and distribute recaps within 24 hours tracking items to closure. Prepare daily and weekly briefings on whats due slipping or needs a decision and manage renewals deadlines and follow-ups.
• Communication & Correspondence
  Monitor and triage inboxes draft and send routine correspondence and make outbound calls to vendors and service providers. Serve as first point of contact for external inquiries to leadership and maintain contact records for key partners vendors and distributors.
• Initiative Tracking & Follow-Through
  Maintain a master tracker of active initiatives owners and status. Collect updates from Finance HR Marketing Sales Warehouse and Live Stream on a set cadence consolidate into a leadership summary flag stalled items and dependencies and prepare recurring reporting packets.
• People & Hiring Coordination
  Coordinate recruiting logistics for roles reporting into the principals (postings screening interview scheduling) maintain a candidate tracker and run onboarding checklists for hires working closely with the principals.
• Information Hub & Documentation
  Build and own a single Leadership Hub (Notion ClickUp or equivalent) linking meeting notes the initiative tracker key metrics and contacts keeping it accurate and current. Maintain organized file structures document recurring processes for coverage during absences and administer leadership-level tool access.
• Research & Analysis
  Conduct research on request (vendors software competitors market questions event options candidates) and compile findings into decision-ready summaries with a clear recommendation. Gather background ahead of external meetings and assist with light data pulls.
• Travel & Events
  Coordinate all business travel and trade show/convention logistics manage expense reports for all three principals coordinate company events and offsites and book dinner reservations for partner and client meetings.
• Office & Facilities Management
  Manage vendor relationships (cleaning HVAC IT security waste utilities) and coordinate repairs through to completion. Track service contract renewals handle mail and packages maintain office supplies manage building access and visitors and serve as on-site logistics point for the new store opening.
• Personal Support
  Manage personal calendars reservations and errands as delegated with absolute discretion on all confidential matters.

Requirements

• 5 years supporting senior executives founders or business owners; experience supporting multiple principals strongly preferred.
• Demonstrated ownership of complex calendars travel and expense management with minimal oversight.
• Experience in a fast-growing small or mid-size business where the role scope changed as the company scaled.
• Proven ability to track projects and follow up with people more senior than you until items are closed.
• Proficiency with Google Workspace and comfort building and/or maintaining a workspace tool such as Notion ClickUp Asana or Monday.
• Experience coordinating office operations vendors and facilities is strongly preferred.
• Prior exposure to recruiting coordination or onboarding logistics is a plus.
• High school diploma required; Bachelors degree preferred.

Attributes

• Exceptional discretion and sound judgment with confidential information.
• Comfortable pushing back holding a line and telling a founder that something needs to be cut.
• Highly organized with an obsessive attention to detail and follow-through.
• Calm and resourceful when priorities shift on short notice.
• Service-oriented without being passive; you own outcomes not just tasks.
• Interest in gaming trading card games or collectibles is a plus but not required.

Physical & Schedule Requirements

• On-site at our Long Island City office five days per week.
• Ability to travel locally between company locations including the new store as needed.
• Ability to lift up to 25 pounds occasionally (supplies mail event materials).

Results

• 30 days: You have full command of all three calendars have taken over travel and expenses and are running the weekly leadership briefing.
• 60 days: The Leadership Hub is live and trusted. The initiative tracker and decision log are current and reviewed weekly. Founders stop asking where are we on that because the answer is already in front of them.
• 90 days: Founder calendars visibly reflect stated priorities. Nothing committed to in a leadership meeting goes untracked. Office and vendor issues are resolved without founder involvement.
• Ongoing: Founders spend their time on the highest-value work available to them arrive at every meeting prepared and never miss a commitment professional or personal.

Benefits

• Health Insurance
• Dental & Vision Coverage
• Paid time off
• 401k
• Employee Discounts
• Gym Membership Reimbursements

EEO/AAP Statement

Gamers Choice is an equal opportunity employer. We acknowledge and honor the fundamental value and dignity of all individuals. We pledge ourselves to crafting and maintaining an environment that respects diverse traditions heritages and experiences.

Gamers Choice is an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based on race religion color national origin gender (including pregnancy childbirth or related medical conditions) sexual orientation gender identity gender expression age status as a protected veteran status as an individual with a disability or other applicable legally protected characteristics.

If you require an accommodation to participate in the application process contact us at

The above-noted job description is not intended to describe in detail the multitude of tasks that may be assigned but rather to give the applicant a general sense of the responsibilities and expectations of this position. As the nature of business demands change so too may the essential functions of the position.