Office Manager & Executive Assistant

About the Role

We are seeking an Office Manager/ Executive Assistant (Internal title: Workplace Experience Coordinator & Executive Support) to join our Renovations & Facilities team. This role makes Success Academy's Network Office a safe, reliable, welcoming, and well-run workplace while providing dedicated executive support to a senior Enterprise Operations executive.

Approximately 60 percent of the role is workplace experience, and 40 percent is executive support. The role reports to both the Leader, Renovations & Facilities and the supported executive. Where the two halves conflict, the supported executive decides.

The strongest candidate combines sound commercial-office and building-operations judgment with exceptional organization, discretion, flexibility, and follow-through, solving immediate problems quickly while building systems that prevent recurring ones.

Key Responsibilities

• Maintain a clean, safe, functional, organized, and welcoming workplace, owning service requests from intake through verified resolution and root-cause follow-up.
• Manage workplace vendors for quality, responsiveness, documentation, value, and agreed service levels, and coordinate base-building issues with building management.
• Keep conference rooms, event spaces, kitchens, pantries, common areas, supplies, mail, and other workplace services ready for daily use.
• Coordinate office and event readiness, including space setup, vendor access, operating logistics, and timely restoration after use.
• Track workplace spending, invoices, commitments, and forecasted needs against approved budgets, flagging risks and variances early.
• Coordinate employee and visitor access and emergency-readiness activities with the appropriate partners, recognizing that Security retains security policy and incident response and building management retains base-building operations.
• Lead the day-to-day work, scheduling, coaching, coverage, and service standards of Reception and Office Services staff, and set clear front-of-house expectations for visitor experience, responsiveness, and escalation.
• Manage a complex executive calendar, protect time for the highest priorities, and resolve conflicts with sound judgment.
• Coordinate business travel, prepare accurate and timely expense reports, and manage the executive inbox, supporting timely responses and drafting or editing clear communications.
• Handle confidential information with discretion and maintain dependable systems for sensitive executive work.
• Automate the transactional layer of the role over time, including service-request intake and triage, visitor and access workflows, expense preparation, and meeting and travel logistics, with AI-assisted drafting subject to human review.
• Gather practical employee feedback, identify recurring friction, and implement improvements that strengthen reliability and service.

Qualifications

• Demonstrated success managing a complex, high-volume workplace or office environment, including facilities-related service requests and vendor coordination.
• Meaningful executive-support experience, including complex calendaring, travel, expenses, inbox management, and written communications.
• Experience leading reception, office services, or another customer-facing operations team.
• Practical familiarity with commercial building operations and the judgment to distinguish workplace issues from base-building, Security, or specialized-vendor responsibilities.
• Strong organization, prioritization, and budget and service tracking, with the ability to handle planned work and urgent needs without losing attention to detail.
• Clear communication, discretion, resilience, and reliable follow-through with employees, executives, building personnel, vendors, and visitors.
• Experience supporting a large employee population across multiple floors, including workplace events, access coordination, emergency preparedness, or vendor scorecards is preferred.
• Relevant workplace, facilities, or executive-support training is preferred. Demonstrated experience and results matter more than any specific degree or credential.
• Bachelor's Degree required.

Work Expectations

• This role is based at our Network Office at 120 Wall Street and is expected to be on-site five days per week.
• Occasional evening or weekend work is required for major events, urgent workplace needs, or emergencies.
• The role requires regular movement throughout a large, multi-floor office and direct engagement with employees, executives, vendors, Reception, Office Services, Security, and building management.

Compensation, Benefits & Perks

At Success Academy, we invest boldly in our Network team with a comprehensive package designed to support your health, financial future, and overall well-being:

• Day-One Health & Wellness: Medical, dental, and vision coverage starting your first day (SA covers 82% of our core medical plan), plus a free One Medical membership and confidential mental health support via EAP/Talkspace.
• Financial Security: 403(b) retirement plan with a 3% employer match, up to $2,400/year in employer HSA contributions, employer-paid life/disability insurance, and Public Service Loan Forgiveness (PSLF) eligibility.
• Time to Recharge: Generous paid time off, paid holidays, and paid parental leave.
• Perks & Stipends: A 50/month cell phone stipend (600/year), pre-tax commuter benefits, backup family care, and performance-based earning incentives.