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 role will serve as the primary point of contact for the CEO, manage daily office operations for the New York City office with periodic support for the Clinton, New Jersey office, and handle a variety of administrative and executive support tasks. The selected candidate will also take on some personal assistant responsibilities for the CEO to ensure seamless coordination of both 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 a