Office Manager / Executive Assistant

WHO WE ARE:

At CloserStill, we strive to deliver the best. We’re on a mission to be the most dynamic B2B events and communities business in every market we serve, bringing people together to learn, connect and grow.

Operating across five regions, we power over 200 market-leading events, publications and brands across Business Technologies, Healthcare, Learning, HR & Education, and Future Transport & Infrastructure.

But what truly sets us apart is our people.

Our teams are diverse, driven, and united by a shared commitment to excellence. Rooted in our core values of ownership, empathy, teamwork, integrity, and determination, we empower every employee to grow, shape their own path and make a meaningful impact.

Joining CloserStill means being part of something bigger - not just building events, but creating opportunities, connections, and lasting value for the communities we serve.

 WHO WE ARE LOOKING FOR:

We are seeking a motivated, highly organized, and eager-to-learn Office Manager / Executive Assistant to join our team. This role will work directly with the President of North America and support our New York City office operations. The ideal candidate is proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced environment.

This is a hybrid position, requiring two days per week in the office, with additional in-office days as needed.

THE ROLE

This dual-role position is responsible for ensuring the smooth day-to-day operation of the NYC office while providing high-level executive support to the President and senior leadership team.

The Office Manager component focuses on office operations, administration, facilities management, and onboarding coordination to ensure organizational effectiveness.

The Executive Assistant component provides confidential, strategic, and administrative support to senior leadership, including calendar management, travel coordination, reporting, and event-related assistance.

This role is Hybrid with two days required in the office and as needed.

Key Responsibilities

Executive Assistant Responsibilities

·       Provide high-level administrative support to the President

·       Manage complex calendars and scheduling (Outlook)

·       Coordinate and arrange domestic and international business travel

·       Prepare and process expense reports

·       Assist with highly confidential documents and sensitive information

·       Prepare reports, presentations, and business correspondence

·       Organize company meetings, board meetings, and internal events

·       Liaise with staff on behalf of leadership

·       Support Event Directors and Managers as required

·       Coordinate project-based work as assigned

·       Travel to company events and provide on-site support

• Assist with event sales administration, including:

  • Sending correspondence to exhibitors

  • Checking and approving opportunities in Salesforce

  • Coordinating the onsite rebook process and rebook packs

Office Manager Responsibilities

·       Oversee the daily operations of the NYC office

·       Develop and maintain office communication protocols and administrative procedures

·       Implement and streamline office systems and processes

·       Maintain office condition and coordinate necessary repairs

·       Liaise with facility management vendors, including cleaning, catering, and security services

·       Manage office design changes and workspace planning

·       Monitor and manage office inventory and supplies

·       Create purchase orders and track related documentation

·       Maintain office correspondence and records

·       Assist with onsite IT support (printers, workstation setup, basic troubleshooting)

·       Coordinate new hire onboarding, including:

·       Setting up laptops and workstations

·       Managing first-day office setup and logistics

·       Liaising with the overseas IT team to ensure timely system access and technical readiness

·       Greet and assist visitors

·       Support general administrative and operational needs of the business

Skills & Qualifications

·       Proven experience in a similar Office Manager and/or Executive Assistant role (essential)

·       Strong Outlook calendar management skills

·       Excellent IT proficiency (Microsoft Office required)

·       Strong numerical and organizational skills

·       Salesforce knowledge (helpful but not essential)

·       High level of discretion and trustworthiness

·       Exceptional attention to detail

·       Ability to multitask and prioritize effectively

·       Calm and patient under pressure

·       Strong written and verbal communication skills

·       Collaborative team player with a proactive approach

WHAT WE OFFER:
We offer a competitive salary and comprehensive benefits package, along with opportunities for travel and direct exposure to executive leadership in a dynamic, collaborative environment.

CloserStill Media reserves the right to request a DBS or credit check should the role require it.

DIVERSITY AND INCLUSION:

CloserStill Media embrace diversity in all its forms and are committed to continuing to develop a diverse and inclusive environment that encourages collaboration and innovation. 

We are an equal opportunity employer. All applicants will be considered for employment based on merit without attention to age, ethnicity, religion or beliefs, sexual orientation, gender identity, family or parental status or disability status.