Executive/Administrative Assistant

Position: Executive/Administrative Assistant

Location: New York

Salary : $65K-$75K

About Quantum

Quantum is a North American recruitment firm with more than 60 years of history. Two years ago, we launched our U.S. business in New York City, and since then we’ve grown into a team supporting venture-backed technology companies across AI, infrastructure, cybersecurity, and enterprise software. As we continue to expand, we’re looking for an Office Manager to help build the operational foundation of our growing U.S. business.

About the Role

This is a highly visible position that will work closely with the Head of U.S. Business and the broader team to ensure the office runs smoothly while creating an exceptional employee experience. You’ll own the day-to-day operations of our new NoMad office while supporting recruiting coordination, onboarding, internal operations, and team culture.

Responsibilities: - Partner closely with the Head of U.S. Business to coordinate scheduling, organize meetings, and support day-to-day administrative needs

• Manage the day-to-day operations of our New York office

• Coordinate office vendors, supplies, equipment, and facilities

• Organize team events, happy hours, offsites, and internal culture initiatives

• Support internal recruitment by scheduling interviews, coordinating candidates, and assisting throughout the hiring process

• Support onboarding and offboarding for employees

• Assist with recruiting administration and internal hiring efforts

• Manage calendars, meeting logistics, and travel arrangements when needed

• Help improve internal processes and documentation as the business grows

• Provide administrative support to leadership across a variety of business initiatives

• Be the go-to person for keeping the office organized, efficient, and welcoming

What We’re Looking For: - 1+ years of experience in executive support, operations, recruiting coordination, office management or a similar administrative role

• Highly organized with exceptional attention to detail

• Strong communication and interpersonal skills

• Comfortable juggling multiple priorities in a fast-paced environment

• Proactive, resourceful, and able to solve problems independently

• Proficiency with Google Workspace and Microsoft Office

• Experience supporting recruiting or HR processes is a plus

• Experience working in a startup or high-growth environment is a plus

Why Join Quantum? - Join a rapidly growing U.S. business with the backing of a well-established North American company

• Work directly with leadership and have a meaningful impact on the growth of the business

• Help shape the culture and operations of a growing New York team

• Brand-new office in NoMad

• Opportunity to take on increasing responsibility as the company continues to expand

Please send your resume in Word format to Sara Callahan at [email protected].

All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.