Executive & Personal Assistant / Office Manager to CEO

Executive & Personal Assistant / Office Manager to CEO

Location: Rochester, NY
Employment Type: Full-Time, In-Person
Reports To: Chief Executive Officer

Position Overview

We are seeking an exceptional, highly organized, resourceful, and trustworthy individual to serve as Executive & Personal Assistant / Office Manager to the CEO.

This is a unique, multifaceted position designed for someone who enjoys taking ownership, solving problems, anticipating needs, and making sure things get done. The role combines executive assistance, personal assistance, office management, hospitality, and special-project coordination.

The ideal candidate will become a trusted right hand to the CEO, helping manage both professional responsibilities and personal logistics while also ensuring the day-to-day office operates smoothly.

This is not a traditional administrative role where the individual waits for assignments. We are looking for someone who notices what needs to be done, takes initiative, follows through, and can be trusted to handle matters independently and discreetly.

Executive Support

Provide comprehensive administrative and organizational support to the CEO, including:

• Manage and coordinate calendars, meetings, appointments, and scheduling.
• Coordinate domestic and international travel, including flights, hotels, transportation, itineraries, and related arrangements.
• Organize meetings and ensure conference rooms, technology, refreshments, documents, and other requirements are prepared in advance.
• Assist with correspondence, documents, presentations, expense reports, and administrative follow-up.
• Coordinate with employees, clients, business partners, vendors, and other contacts on behalf of the CEO.
• Track important tasks, commitments, deadlines, and follow-up items.
• Assist with reservations, gifts, deliveries, purchases, and special requests.
• Anticipate upcoming needs and proactively address them before they become issues.
• Handle confidential business and personal information with the highest level of discretion.

Personal Assistant Responsibilities

Provide personal administrative and logistical support to the CEO as needed, including:

• Coordinate personal appointments, reservations, travel, and scheduling.
• Assist with household and personal vendor coordination.
• Coordinate dinners, parties, celebrations, and other private events.
• Arrange catering, food and beverage orders, rentals, decorations, entertainment, transportation, and other event requirements.
• Assist with personal purchases, deliveries, returns, shipping, gifts, and errands.
• Research options and make recommendations for restaurants, travel, services, purchases, and other personal needs.
• Coordinate with family members, household vendors, contractors, and service providers when requested.
• Help ensure personal commitments and important dates are organized and managed.
• Handle occasional time-sensitive requests outside normal business hours when necessary.

The successful candidate will understand that the personal-assistant component is an important part of the position and will be comfortable working across both professional and personal responsibilities.

Office Management

Take ownership of the smooth day-to-day operation and appearance of the office, including:

• Maintain office supplies, paper, postage, shipping materials, kitchen supplies, beverages, and other inventory.
• Manage incoming and outgoing mail and packages, including FedEx, UPS, USPS, and courier services.
• Coordinate check deposits and other routine administrative banking activities in accordance with company procedures and controls.
• Scan, copy, organize, distribute, and securely maintain documents as needed.
• Ensure required paperwork and documentation is properly routed to HR, Finance, or other departments.
• Ordering equipment for personnel and managing inventory.
• Coordinate office vendors, maintenance, repairs, cleaning, deliveries, and service providers.
• Ensure meeting rooms, common areas, kitchen areas, and executive spaces remain organized and professional.
• Prepare the office for clients, executives, employees, and other visitors.
• Coordinate meals, refreshments, and hospitality for meetings and office events.
• Assist with employee events, celebrations, meetings, and other company activities.
• Identify office needs proactively rather than waiting for someone to request them.

**Events & Hospitality…