Job Description

Job Description

Job Description

Job Title: Executive Assistant & Office Manager

Location: Long Island, NY (On-site)
Type: Full-Time

About the Role:
We’re looking for a dependable and detail-oriented Executive Assistant & Office Manager to join our team. This hybrid role is perfect for someone who enjoys keeping things organized, thrives on helping others stay on track, and takes pride in creating a welcoming and professional office environment.

You’ll work directly with the CEO to help manage schedules, emails, follow-ups, and document handling — while also keeping the office running smoothly. From ordering supplies and sorting mail to preparing for important visitors and supporting our Finance team with admin work, you’ll be at the center of it all.

What You’ll Do:

Executive Assistant Responsibilities:

• Manage the CEO’s calendar — schedule meetings, appointments, and follow-ups
• Track incoming emails and requests, and help respond or flag them as needed
• Prepare documents for review and signature
• Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring efficiency and cost-effectiveness.
• Follow up on open items and help keep projects moving forward
• Assist with projects and research as needed, providing support and analysis to facilitate decision-making.
• Ensure confidential information stays private
• Screen all incoming phone calls, inquiries, visitors, and correspondence, and route accordingly
• Act as a primary point of contact/liason for internal and external stakeholders, providing information and handling inquiries.

Office Manager Responsibilities:

• Ensure the office is organized, stocked, and ready for the team and guests
• Order office supplies and manage vendors
• Open and sort incoming mail and packages
• Work with Finance to support administrative tasks like invoice tracking and filing
• Set up the office for visitors, including hospitality and tech setup
• Providing general administrative support to employees. 
• Implementing and maintaining office management systems. 
• Coordinating staff activities and tasks. 
• Maintain compliance with safety protocols, HR policies, and operational standards.

What We’re Looking For:

• 3+ years in a similar role (executive support and/or office management)
• Excellent organizational and communication skills
• Comfortable juggling multiple priorities in a fast-paced environment
• Discreet, professional, and dependable
• Proficient in Microsoft Office and Google Workspace

Nice to Have:

• Experience working in the insurance or healthcare industry
• Familiarity with supporting C-level executives or startup environments

International Benefits Administrators (“IBA”) is a TPA, founded in 1972, that specializes in the design, implementation & administration of self funded health and dental plans. IBA also provides claims paying support for several medical insurance carriers.

Company Description

International Benefits Administrators (“IBA”) is a TPA, founded in 1972, that specializes in the design, implementation & administration of self funded health and dental plans. IBA also provides claims paying support for several medical insurance carriers.

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