We are looking for a highly organized, proactive, and people-first Executive & Team Administrator to be a key operational backbone of our company. Reporting directly to the COO, this role blends executive support with broad company-wide administration - from keeping our leadership running smoothly to creating a welcoming environment for new hires and planning events that bring the team together.
Responsibilities
Executive Support - COO & Other C-Suite
Manage and maintain the COO and other C-Suite's calendar, scheduling, and prioritization of meetings and commitments
Prepare agendas, briefing materials, and follow-up notes for leadership meetings
Coordinate travel arrangements, itineraries, and expense reporting for the COO and other C-Suite individuals
Act as a trusted liaison between the leadership team and internal teams, ensuring timely communication and follow-through
Handle confidential information with discretion and professionalism
Draft and proofread correspondence, presentations, and internal communications on behalf of the COO and other C-Suite
Office Management & Operations
Oversee day-to-day office operations to ensure a productive, organized, and welcoming workplace
Manage vendor relationships, office supply inventory, and facility coordination
Serve as the primary point of contact for building management, IT support coordination, and office service providers
Develop and maintain office policies, procedures, and operational workflows
Manage office budget and track expenditures related to facilities and operations
New Hire Onboarding
Coordinate and execute a seamless onboarding experience for all new hires from offer acceptance through their first 30 days
Prepare onboarding schedules, welcome packages, and first-day logistics including desk setup, equipment, and system access
Partner with HR, IT, and department leads to ensure all onboarding touchpoints are completed on time
Serve as the primary point of contact for new employees during their onboarding period, answering questions and providing guidance
Continuously improve the onboarding process based on new hire feedback and company growth
Company Events & Culture
Plan, coordinate, and execute company-wide events including town halls, team offsites, holiday celebrations, and milestone events
Manage event logistics including venue sourcing, catering, vendor management, and on-site coordination
Partner with People/HR team to support culture initiatives and employee engagement programs
Manage event budgets and ensure high-quality experiences within defined parameters
Cross-Functional & Administrative Support
Support broader company initiatives and special projects as directed by leadership team and business operations
Maintain and organize company-wide shared resources, documentation, and internal communication channels
Assist with board meeting preparation, investor communications logistics, and leadership team coordination
Identify opportunities to streamline administrative processes and implement scalable solutions
Requirements
4-7 years of experience in an executive assistant, chief of staff, or operations/admin role, ideally at a fast-growing startup
Proven ability to support C-suite executives in a fast-paced, high-growth environment
Experience managing office operations and leading cross-functional coordination
Exceptional organizational skills with a strong ability to multitask and prioritize effectively
Strong written and verbal communication skills
High emotional intelligence, with the ability to anticipate needs and read between the lines
Proficiency with modern tools (e.g., Microsoft Office, Slack, Teams, etc.)
High level of discretion, integrity, and professionalism
Comfortable in a fast-paced, constantly evolving environment
NYC-based or willing to commute regularly to our NYC office (hybrid work environment)
Bonus Points
Experience supporting fundraising, investor relations, or board communications
Passion for tech, startups, and entrepreneurial environments
Event coordination or operations experience
About Bluefish:
The Bluefish team is a tight-knit group of mar-tech industry veterans who previously helped build foundational ad-tech platforms now owned by Meta and Microsoft. Bluefish, the leading AI marketing platform for the Fortune 500, recently announced a $20M Series A funding round led by NEA, wit
Bluefishai · NY