Executive Administrative Assistant & Office Administrator

About Fareportal

Fareportal is a leading travel technology company and one of the world’s largest privately held online travel companies. Through brands including CheapOair and OneTravel, Fareportal connects customers with more than 500 airlines, one million lodging partners, and hundreds of car rental companies worldwide.

Position Summary

Fareportal is seeking a dynamic, highly professional, and service-oriented Executive Assistant & Office Administrator to support the Founder & Executive Chairman, Board of Directors, CEO & President, and Executive Leadership Team while supporting the day-to-day operations of our New York headquarters.

This highly visible role serves as a trusted partner to the Founder & Executive Chairman, CEO & President, Board of Directors, and Executive Leadership Team. The ideal candidate possesses exceptional organizational skills, executive presence, discretion, and the ability to anticipate needs and manage multiple priorities in a fast-paced, global environment.

Based in our New York office, this position will report directly to the CEO & President and will also work closely with the Vice President of Procurement, and Human Resources team in supporting the day-to-day NYC HQ office operations and managing the office administrative staff. The successful candidate will act as a key liaison across leadership, employees, customers, vendors, and board members, delivering a best-in-class experience for all stakeholders while maintaining the highest level of confidentiality and professionalism.

Key Responsibilities

Founder & Executive Chairman Support

• Serve as the primary administrative partner to the Founder & Executive Chairman.
• Manage a complex and dynamic calendar, prioritizing business-critical meetings and commitments.
• Coordinate domestic and international travel arrangements, itineraries, transportation, accommodations, and meeting logistics.
• Prepare briefing materials, presentations, agendas, reports, and correspondence for executive meetings and engagements.
• Act as a gatekeeper and liaison between the Founder and internal/external stakeholders.
• Support strategic initiatives, special projects, and executive follow-up actions.
• Maintain the highest level of confidentiality regarding business, personnel, financial, and organizational matters.
• Anticipate executive needs and proactively identify solutions to maximize effectiveness and productivity.

Board of Directors Administration

• Coordinate all Board of Directors and Committee meetings, including scheduling, logistics, meeting materials, and communications.
• Prepare and distribute Board agendas, presentations, minutes, resolutions, and supporting documentation.
• Maintain Board records, governance documents, and confidential corporate files.
• Coordinate communication between Board Members, Executive Leadership, and external advisors.
• Assist with annual Board calendars, meetings, retreats, strategic planning sessions, and governance activities.
• Ensure timely collection and distribution of Board materials in advance of meetings.
• Support corporate governance and compliance with requirements related to Board administration.

CEO & President Executive Support

• Provide dedicated executive support to the CEO & President.
• Manage complex calendars, executive priorities, appointments, and leadership meetings.
• Coordinate domestic and global business travel, leadership offsites, conferences, speaking engagements, and customer meetings.
• Prepare executive presentations, reports, communications, and meeting materials.
• Track action items and follow-ups from leadership, executive, and board meetings.
• Manage executive expenses, invoices, and administrative processes.
• Support confidential communications and executive correspondence.
• Partner closely with senior leaders to facilitate effective communication and execution of key initiatives.

Executive Leadership Team Support

• Coordinate Executive Leadership Team meetings, agendas, and follow-up actions.
• Support leadership events, town halls, offsites, strategic planning sessions, and company-wide meetings.
• Assist with executive presentations, reporting, and special initiatives.
• Facilitate cross-functional communication and coordination among senior leaders.

Office Management & Administration

• Manage the day-to-day operations of the NYC HQ office to ensure a professional, efficient, and welcoming work environment.
• Se…