Executive Assistant

Position: Executive Assistant

Reports to: Chief Executive Officer / Chief Operating Officer

FLSA Status: Exempt

Location: New York City, primarily on-site

Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide dedicated support to the Chief Executive Officer (CEO), with additional support for the Chief Operating Officer (COO). This role is ideal for a resourceful individual who thrives in a fast-paced environment, anticipates needs, and can effectively manage multiple priorities while maintaining a high level of discretion and confidentiality. This role requires independent judgment, pro-active problem solving, and the authority to make key administrative decisions without direct supervision.

Key Responsibilities

• Manage complex calendars and scheduling for the CEO, coordinating meetings, appointments, and priorities across internal and external stakeholders.
• Provide additional administrative support to the COO as needed.
• Coordinate domestic and international travel arrangements, including itineraries, transportation, accommodations, and expense reporting with minimal oversight.
• Prepare meeting materials, agendas, and follow-up action items.
• Serve as a key point of contact on behalf of the executive team, ensuring timely communication and follow-through including making independent communication judgments.
• Handle confidential information with the utmost professionalism and discretion.
• Manage key projects, research, presentations, and other ad hoc requests.
• Support day-to-day executive operations and help ensure organizational efficiency.
• Coordinate day-to-day operations for the New York office, including supplies, building and vendor communications, meeting room readiness, catering, mail and deliveries, and employee workspace needs.
• Maintain the buildings access system, register visitors, and add or update employee access in coordination with building management.

Qualifications

• Proven experience supporting senior executives, preferably at the C-suite level.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• High degree of professionalism, discretion, and attention to detail.
• Ability to work independently, exercise sound judgment, and proactively solve problems without direct supervision
• Proficiency with Microsoft Office Suite and other business productivity tools.

Location & Work Environment

This position is based in the New York City area and requires a high level of in-person availability. The Executive Assistant should be able to work onsite daily as needed, particularly during the initial onboarding and training period. While there may be increased flexibility over time, regular onsite presence will be essential to ensure a successful partnership with the executive team and to support the transition as the organization evolves.

What Were Looking For

The ideal candidate is dependable, adaptable, and service-oriented, with a strong sense of ownership and a willingness to take on both routine executive support responsibilities and special projects. They will be a trusted partner to the CEO and COO, helping maximize efficiency, organization, and effectiveness across the leadership team.