Executive Assistant NYC at NIGHTSEA INC – New York, New York

Location: New York City

Responsibilities:

• Office & Administrative Management
  • Manage daily administrative operations of the New York office to ensure an organized and efficient workplace
  • Oversee office supplies, equipment, and sample management, including purchasing, tracking, and inventory control
  • Coordinate with building management, cleaning services, and external vendors
• Compliance & Documentation Support (Key Focus)
  • Provide daily documentation and administrative support to the Chief Compliance Officer (CCO)
  • Organize, maintain, and update internal compliance documents, policies, and administrative records
  • Assist in preparing documentation for compliance reviews, internal audits, or regulatory requests
  • Ensure all documents are accurate, well-organized, properly version-controlled, and traceable
• HR Administrative Support
  • Support the HR Manager with daily HR administrative tasks, including employee files and onboarding/offboarding documentation
  • Maintain employee records in a confidential, accurate, and compliant manner
  • Assist with preparing internal HR communications, forms, and basic reports
• Financial & Invoice Administration
  • Collect, review, organize, and archive office-related invoices, including rent, office expenses, and service fees
  • Assist with basic expense tracking, reimbursement documentation, and administrative reconciliation
• Additional Support
  • Assist with meeting coordination, preparation of materials, and meeting minutes
  • Perform other administrative and support tasks as required by management

Qualifications:

• Bachelor’s degree or above, preferably in Finance, Law, Literature, Business Administration, or IT-related fields
• Experience in office administration, compliance support, or HR administration is preferred
• Hands-on experience with document management, compliance support, or internal processes is a strong plus
• Strong attention to detail with excellent documentation and organizational skills
• Ability to manage confidential files and sensitive information with discretion
• Strong time management skills and the ability to handle multiple tasks
• Good written and verbal communication skills in English; bilingual in Chinese is required.
• This position is fully onsite in the New York office
• Flexibility to support company compliance and operational needs.

Benefits/Perks:

• Healthcare Insurance (Medical, Dental, Vision)
• 401(k) Matching
• Paid Holidays
• PTO