Executive Administrative Assistant

Job Summary

GSTV is seeking a polished, proactive Executive Assistant and Office Manager to support the CEO, CFO, and Senior Leadership Team. This role combines high-trust executive support with day-to-day NYC office operations and partnership with HR to deliver a strong employee experience for new team members. The ideal candidate is an exceptional communicator, exercises strong judgment, protects confidentiality, and thrives in a fast-paced environment.

The right person will use good judgment, tools like Microsoft 365 (and basic AI skills), and organized shared documents to help the CEO and CFO stay on schedule, keep tasks moving, follow up reliably, and make sure nothing important gets missed.

Responsibilities

Executive Support and Operating Cadence

• Support the CEO and CFO with proactive, high-trust assistance and strong follow-through.
• Manage calendars, travel, and key meeting rhythms, including Board and executive leadership cadences.
• Schedule strategically: protect focus time, bundle meetings when helpful, and handle scheduling outreach.
• Draft and polish executive communications and materials (emails, agendas, presentations, board/investor docs).
• Assist in tracking priorities and follow-ups across departments to keep work moving.
• Serve as liaison and gatekeeper with the Board and external stakeholders.
• Handle confidential information with discretion; use AI appropriately and review all outputs for accuracy and tone.
• Maintain strong file organization and version control so the latest materials are easy to find.
• Manage expense reports and supporting documentation.
• Improve and automate repeatable workflows to reduce last-minute fire drills.

Office Management and Culture

• Keep the NYC office stocked and organized; manage office vendors and supplies.
• Support daily office operations and facilities needs with the Workplace Experience Manager.
• Coordinate onboarding and offboarding logistics with HR (and IT as needed).
• Communicate with building management/security to keep the office running smoothly.
• Coordinate meetings and office logistics (rooms, lunches, mail, packages).
• Partner with HR to support office culture and a welcoming team environment.

• Other duties as assigned.
• Qualifications

Required

• Proficient at scheduling, travel, and meeting cadence management
• Excellent written and verbal communication; strong drafting/editing for executive-ready emails, agendas, and materials
• High judgment and discretion with confidential information and senior stakeholders
• Highly organized with strong attention to detail and consistent follow-through across multiple priorities
• Proficient in Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel, SharePoint/OneDrive)
• Strong document hygiene: shared files, version control, and trackers
• Comfortable using basic AI tools for drafting/summarizing with appropriate accuracy and confidentiality checks
• Experience with expense reports and supporting documentation
• Experience managing office logistics (vendors, supplies, meeting setup, facilities coordination)

Preferred

• Board support experience (materials, cadence, secure distribution)
• Experience partnering with HR on onboarding/offboarding and office culture

The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor's degree in a related program or field is preferred. A minimum of 5+ years of prior senior executive level (CEO/CFO/SLT) support in a fast-paced environment.

Direct Reports

None

Work Environment

This job operates primarily in a professional office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets, and fax machines. The noise level in the work environment is usually low, however, this is subject to change during busy periods.

GSTV offers a hybrid work situation. Candidates located within commutable distance to our New York Office will be tagged to that office and are not currently considered 100% remote.

This position requires physical presence at the NYC office from 9am-5pm ET a minimum of three days per week, specifically on Tuesday, Wednesday, and Thursday.