Executive Assistant & Office Coordinator

Overview 

Founded in 2017 and headquartered in NYC, UPSTACK is a full-service technology advisory firm that helps companies design, source, and support their business-critical IT infrastructure. Serving as an extension of their team, UPSTACK customers benefit from: 

• Technical expertise- Decades of experience architecting, implementing, and managing business-critical IT solutions 
• Ongoing support- Dedicated team providing continued assistance before, during, and after a project is initiated 
• Supplier experience- Relationships and data-driven insights from thousands of supplier transactions to help negotiate the highest-performing and most reliable solutions 

UPSTACK’s solutions expertise includes data center colocation, network connectivity, SD-WAN, unified communications, cloud contact center, CX-AI solutions, private and public cloud, security, mobility, business continuity, and IoT. 

Under the leadership of Founder and CEO Christopher Trapp, UPSTACK is dedicated to delivering exceptional customer experiences. UPSTACK serves 6,500+ customers—spanning SMB to enterprise— and manages more than $550 million in annual technology spending across various industries.

About the Role

UPSTACK is seeking a highly organized and proactive Executive Assistant & Office Coordinator for its New York office to support our CEO in both professional and personal capacities. The selected candidate will help to oversee a variety of functions that will enable the office to run smoothly. This role is ideal for a self-starter who has office administration experience and thrives in a fast-paced environment, possesses exceptional attention to detail, and enjoys wearing multiple hats, working independently and in a team environment.  

This hybrid role requires working from our Lower Manhattan office 2 to 3 days per week. The Executive Assistant will serve as the primary point of contact for the CEO, manage daily operations of the New York City office, and provide periodic support to our Clinton, New Jersey location. Responsibilities include a range of administrative and executive support tasks, along with select personal assistant duties to ensure seamless coordination of the CEO’s business and personal commitments.

Key Responsibilities

Executive Support: 

• Manage the CEO’s calendar, appointments, and travel arrangements.
• Coordinate internal and external meetings, ensuring all logistics are handled efficiently.
• Draft and review correspondence, reports, and presentations as requested.
• Act as a gatekeeper, handling inquiries, screening calls, and prioritizing urgent matters.
• Prepare materials for meetings, take detailed notes, and follow up on action items. 

Office Management: 

• Oversee office operations to maintain a well-functioning, organized, and professional environment.
• Manage office supplies, vendor relationships, and facility maintenance.
• Coordinate with IT and other departments to ensure office efficiency.
• Plan and execute leadership meetings, company events, offsites, and team-building activities. 

Personal Assistance: 

• Manage personal errands and appointments for the CEO as needed.
• Coordinate household and lifestyle management, including travel, reservations, and special projects.
• Handle sensitive and confidential matters with discretion. 

Required Qualifications

• 3+ years of relevant experience in executive support, and office management.
• Highly detail-oriented with a proven ability to manage multiple priorities.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills. 
• Proficiency in Microsoft Office, including Outlook, Word, PowerPoint, and Excel, Google Suite, and scheduling tools; ability to learn other software and platforms as needed.
• Ability to anticipate needs and proactively solve problems.
• A resourceful and adaptable mindset with a "no-task-too-small" attitude.

Salary Range

Employees new to UPSTACK typically come in at the start of the pay range. UPSTACK focuses on providing a simple and transparent pay structure, which is based on a variety of factors, including location, experience, and job-related skills. 

The salary range for this role is $75,000.00 to $90,000.00.

Closing

UPSTACK is an Equal Opportunity Employer and does not discriminate based on race, gender, ethnicity, religion, national origin, age, disability, veteran status, gender identity/expression, sexual orientation, or on any other basis prohibited by law. Consistent with applicable state and local law, UPSTACK will consider employment for all qualified applicants.

UPSTACK is committed to providing reasonable accommodations to individuals with disabilities as required by applicable law. Accommodations may include adjustments to the application, interview, or assessment process, as well as modifications to the work environment or job duties to enable individuals to perform the essential functions of the role. Requests for accommodations will be evaluated on a case-by-case basis and provided unless they impose an undue hardship on the organization.

At this time, UPSTACK will not sponsor a new applicant for employment authorization for this position.

We endeavor to make the application process accessible to all applicants. If you would like to contact us regarding accessibility and/or need assistance completing the application process, please contact us at recruiting@upstack.com.