Executive Assistant / Office Manager

About the Role: We are seeking a proactive, personable Executive Assistant & Office Manager to support our CEO, work closely with our CFO, and keep our New York office running smoothly. You will help leadership stay focused as Port53 expands its managed security and AI security business, coordinating a demanding calendar, frequent travel, and commitments across internal teams, customers, and strategic partners. Executive support, travel coordination, and office management are the primary focus. Approximately 80% of deal desk processing is already handled. You will oversee follow-through, coordinate exceptions, provide targeted backup, and support invoice and accounts receivable follow-up, rather than run the full deal desk function.

Travel & Event Coordination: Coordinate frequent domestic and international executive travel, including flights, hotels, ground transportation, reservations, and detailed itineraries. Anticipate scheduling conflicts, account for time zones and transit time, and respond promptly to itinerary changes and travel disruptions. Coordinate partner conferences, customer meetings, leadership sessions, and team events, including venues, vendors, attendees, and logistics.

Office Management & Culture: Create a welcoming, professional office experience for employees, customers, partners, and visitors. Manage office supplies, kitchen stocking, key fobs, space planning, facilities requests, and landlord and vendor relationships. Coordinate new-hire onboarding logistics and help champion company culture through thoughtful employee experiences and team activities.

Deal Desk Oversight & Finance Support: Monitor open deal desk items and coordinate with the people handling processing to keep approved orders, purchase orders, invoices, and bills moving accurately and on time. Check for missing information and discrepancies, follow up on outstanding actions, and escalate exceptions to the appropriate Sales or Finance owner. Provide targeted processing support and backup in Salesforce and QuickBooks as needed, following established workflows and approval requirements. Follow up professionally on outstanding customer invoices, document outreach and payment commitments, and escalate overdue balances or disputes to the CFO.Assist with accounts payable coordination, credit card and travel expense reconciliation, and organized financial records as needed; keep handoffs and process documentation current. Experience & Preferences:2+ years of experience as an executive assistant and/or office manager preferred. Candidates with 3+ years in the service industry and strong transferable coordination, customer service, and administrative skills will also be considered. Experience supporting a busy executive, coordinating complex travel, or managing competing deadlines is especially valuable. Billing or accounts receivable experience is a plus; full-cycle deal desk and technical cybersecurity expertise are not required.

Knowledge & Skills: Strong working knowledge of Google Workspace, including Gmail, Calendar, Docs, and Sheets; familiarity with Salesforce and QuickBooks preferred. Excellent written, phone, and in-person communication; professional judgment, discretion, and confidentiality. Strong organization, attention to detail, comfort with numbers, and reliable follow-through in a fast-paced environment. A proactive, service-oriented approach and curiosity about technology; willingness to use approved AI and automation tools while protecting confidential information.

Compensation & Benefits: $70,000-$90,000 annual base salary, commensurate with experience. Quarterly discretionary performance bonus opportunity. Health, vision, and dental care; 401(k) match of 6%.Learning and development opportunities, with opportunities for national and international travel. Direct exposure to leadership at the intersection of cybersecurity and AI, based in the Empire State Building.