Executive Administrative Assistant

We are looking for an experienced and resourceful Executive Admin. Assistant to provide high-level support to senior leaders in New York. This role is ideal for someone who thrives in a fast-moving environment, anticipates needs before they arise, and keeps executive priorities organized and on track. The position partners closely with Finance and Technology leadership, contributing to daily operations, team coordination, and overall administrative efficiency while using modern tools to improve workflow.

Responsibilities:

• Oversee demanding executive calendars by arranging meetings, resolving scheduling conflicts, and aligning appointments with shifting business priorities.

• Organize domestic and international travel plans, including itineraries, logistics, and supporting documentation to ensure seamless executive travel.

• Develop presentations, briefing materials, agendas, and reports that help leadership prepare for meetings and decision-making discussions.

• Monitor action items, milestones, and deadlines, following up with stakeholders to keep projects and leadership commitments moving forward.

• Coordinate leadership meetings, team events, town halls, and off-site activities while ensuring communication and logistics are handled effectively.

• Provide administrative support for cross-functional initiatives by maintaining trackers, records, and status updates related to ongoing projects and special assignments.

• Process expense submissions, invoices, purchase requests, and related documentation with accuracy and timely follow-through.

• Support budget-related administration, vendor coordination, and records management to maintain organized and reliable operational processes.

• Identify opportunities to simplify administrative workflows and apply Microsoft 365 and AI-enabled tools to improve productivity and execution.

• At least 5 years of experience providing executive or senior-level administrative support in a detail-focused business environment.

• Strong command of Microsoft 365 applications, including Outlook, Excel, PowerPoint, and Teams.

• Demonstrated ability to manage complex scheduling, travel coordination, and multiple competing priorities with precision.

• Experience handling confidential information with sound judgment, discretion, and professionalism.

• Excellent written and verbal communication skills with the ability to work effectively across departments and leadership levels.

• Strong organizational skills and close attention to detail in preparing documents, tracking tasks, and maintaining records.

• Comfortable learning and using AI-supported productivity tools to enhance daily administrative work.

• Bachelor’s degree preferred.