Job Description
We are seeking a highly organized and proactive Executive Administrative Assistant to provide top-tier support to our senior leadership team in New York City. In this pivotal role, you will ensure the smooth operation of our executive offices, manage complex schedules, and facilitate seamless communication between internal teams and external stakeholders.
Our ideal candidate is a polished professional who thrives in a fast-paced environment, possesses exceptional attention to detail, and is committed to delivering a first-class administrative experience.
Responsibilities
- Calendar Management: Manage and coordinate complex calendars for C-suite executives, including scheduling meetings, managing invitations, and rescheduling conflicts to maximize productivity.
- Travel Coordination: Plan and arrange domestic and international business travel, including flight bookings, luxury hotel accommodations, and ground transportation logistics.
- Communication Liaison: Serve as the primary point of contact for internal and external stakeholders, screening calls, managing email correspondence, and drafting professional responses.
- Document Preparation: Draft, proofread, and edit high-level correspondence, presentations, and reports to ensure accuracy and adherence to company standards.
- Meeting Support: Prepare agendas, take minutes, and facilitate virtual and in-person meetings to ensure productive outcomes and accurate documentation.
- Expense Management: Process and reconcile expense reports in a timely manner, ensuring all financial documentation is accurate and compliant with company policy.
- Office Operations: Maintain office supplies, manage vendor relationships, and assist with special projects to ensure a fully functional executive workspace.
Qualifications
- Experience: Minimum of 5 years of experience in an executive administrative or executive assistant role within a corporate environment.
- Education: High school diploma required; Associate’s or Bachelor’s degree in Business Administration preferred.
- Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Communication: Exceptional verbal and written communication skills with the ability to interact with C-suite executives and external clients with poise.
- Organization: Superior organizational skills with the ability to multitask and prioritize tasks effectively in a dynamic environment.
- Discretion: Ability to handle sensitive information with the highest level of confidentiality and professional integrity.
- Flexibility: Willingness to work occasional evenings or weekends as required by business needs.