Executive Assistant & Office Manager at MotherDuck

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Jan, 26

Salary

0.0

Posted On

21 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Calendar Management, Travel Coordination, Expense Reporting, Office Management, Vendor Management, Event Planning, Collaboration, Confidentiality, Proactive Support, Attention to Detail, Project Management, Communication, Creativity, Team Operations, Problem Solving

Industry

Data Infrastructure and Analytics

Description

About MotherDuck Don’t let the quirky name fool you: At MotherDuck, we’re on a mission to make data warehousing fun, frictionless, and ducking awesome for developers and data practitioners building blazing fast internal and customer-facing analytics experiences. We're building a cloud-hosted version of DuckDB, working hand-in-hand with the creators of the fastest-growing and fastest-improving query engine on the planet. Unlike other databases, MotherDuck was architected to unify local development with cloud operations to bridge the gap between software and data engineering workflows. Our team is a mix of thoughtful, passionate, and empathetic data industry veterans. What You Will Do MotherDuck is seeking a highly organized, proactive Executive Assistant & Office Manager to join our NYC team and elevate our workplace, operations, and culture. In this role, you’ll ensure the office is polished and welcoming, support leadership through streamlined calendar, travel, and administrative workflows, and create meaningful experiences that bring the team together. You’ll take ownership of vendor relationships, budgets, and internal processes, working cross-functionally to support a thoughtful, adaptable, and collaborative work environment where people can do their best work and enjoy doing it. Responsibilities include: Office Management & Facilities Maintain a professional, organized, and inviting office environment. Serve as the primary facilities liaison with building management and external contractors for maintenance, repairs, security, and cleaning services. Manage all office amenities, including coordinating team lunches and stocking and maintaining inventory of snacks, drinks, and coffee. Collaborate with Finance to oversee office finances, including managing all vendor relationships, handling office ordering, placing supply orders, and processing expense reports with detailed receipt tracking. Administrative Business Partner & Executive Support Provide proactive, high-level administrative and executive support to leadership, including complex calendar management, coordinating domestic and international travel logistics, and administering detailed expense reports. Act as a focal point of contact for directors, helping them scale their time and focus by managing administrative tasks and acting as a proxy when necessary. Build efficiency and effective responsiveness into existing operations, and actively help define and implement new operational strategies or best practices across the team. Collaborate with other departments and external stakeholders, managing confidential information as necessary. Culture & Team Operations Serve as a friendly, approachable point of contact for all employees, addressing requests and creating an environment conducive to optimal work performance. Use your creativity and passion to create great experiences for our NYC team for parties, events, and internal get-togethers to keep our team social and celebrate hard work together. Collaborate with other Office Managers to plan, manage, and execute internal events, including team off-sites, celebrations, and key stakeholder events. Collaborate with People Operations and Recruiting on essential activities such as employee onboarding/offboarding logistics, candidate experiences, and ensuring the proper oversight and management of office policies. Requirements 3+ years of administrative experience in a fast-paced, technology, or high-growth environment. Proven ability to work with high ambiguity, demonstrating excellent judgment and ownership to juggle competing priorities effectively. Demonstrated experience in executive support, including complex calendar management, expense reporting, and travel coordination. Exceptional organizational skills, with a strong attention to detail and a service-oriented attitude. Experience managing small-to-medium scale projects and events from pre-planning through execution. Collaborate with other departments and external stakeholders, managing and protecting confidential information as required. Build efficiency and effective responsiveness into existing operations, and actively help define and implement new operational strategies or best practices across the team. Proficiency with modern office technologies and applications (experience with Google Workspace is highly desirable). What people should be saying if you’re doing ducking awesome “They’re the heartbeat of the NYC office. Everything just works because they’re always 10 steps ahead.” “They juggle calendars, travel, and executive support like a boss and still find time to make the office feel like home." "Every event, offsite, and celebration has their magic touch. They make culture happen." "They don’t just manage stuff, they improve it. Every process they touch gets smarter, smoother, and more human." What we provide: Feather-ruffling compensation – competitive salary and stock options so you have a stake in our flock’s success. Top-notch healthcare coverage – 100% paid medical, dental, and vision for employees, plus 80% coverage for dependents (because we care about your whole nest). Flexible PTO – take the time you need to recharge, explore, or just have a lazy day by the pond. 401k plan – because even ducks need to plan for the future. Legendary company events – we bring the whole flock together twice a year for unforgettable summits in fun locations, plus 1-2 team gatherings a year to keep our bonds strong. Flexible work environment - spend most of the week in the office collaborating with the flock, and work from wherever you're most productive the rest of the time. Specifics are role dependent and as agreed upon with your manager. Please Apply Does this role sound appealing to you, but you’re missing some of the requirements or don’t quite think you’re qualified? Please apply anyway. Research has shown that underrepresented groups in technology often shy away from roles which aren’t a 100% match. We aim to build a diverse team and will strongly consider applicants who bring many of the requirements plus have other experiences which round out their qualifications. MotherDuck is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based on race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. MotherDuck is committed to working with and providing reasonable accommodations to applicants with physical and mental disabilities.

Responsibilities

The Executive Assistant & Office Manager will maintain a polished office environment and provide high-level administrative support to leadership. This role includes managing vendor relationships, overseeing office finances, and creating meaningful team experiences.