Executive and Personal Assistant

Job Description

Job Description

Job Title: Executive Assistant

Industry: Financial Services

Location: New York, NY

Assignment Type: Contract with potential Contract-to-Hire

Pay: $45 – $50 / Hour

Work Schedule: Monday – Friday, 8:00 AM – 5:00 PM; 5 days onsite with additional availability required for evenings, weekends, and executive travel

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

Our client is a prominent New York-based organization with a significant portfolio of properties and investments throughout the city. The company has an established presence in the market and offers the opportunity to work closely with senior leadership in a highly visible and fast-paced environment.

Job Description:

The Executive Assistant will provide comprehensive professional and personal support to the CEO, managing a complex calendar, extensive domestic and international travel, confidential communications, and high-priority projects. This role requires an exceptionally organized and proactive professional who can anticipate needs, solve problems independently, and remain composed while managing constantly changing priorities.

Key Responsibilities:

• Manage a complex and frequently changing executive calendar, balancing competing priorities and ensuring commitments are appropriately scheduled.
• Coordinate detailed domestic and international travel, including commercial and private flights, hotels, ground transportation, dining, itineraries, and contingency plans.
• Serve as the primary point of contact for the CEO, appropriately managing communications and requests while acting as a gatekeeper when necessary.
• Anticipate the CEO’s needs and proactively address potential issues before they become problems.
• Prepare meeting materials, agendas, presentations, reports, and briefing documents.
• Handle highly confidential business and personal information with discretion and sound judgment.
• Provide personal and lifestyle support, including appointments, reservations, household coordination, gifting, errands, and special projects.
• Interact professionally with senior leadership, clients, investors, vendors, and external partners.
• Track deadlines, follow up on outstanding items, and ensure commitments are completed.
• Manage multiple high-priority projects with minimal direction and strong attention to detail.
• Provide responsive support during evenings, weekends, and periods when the CEO is traveling.
• Quickly respond to urgent requests and adjust priorities as business needs evolve.

Qualifications:

• 7–10 years of experience supporting C-suite executives in a fast-paced environment.
• Proven experience managing complex executive calendars and extensive domestic/international travel.
• Experience handling both professional and personal/lifestyle responsibilities for a senior executive.
• Strong proficiency with Microsoft Outlook and Microsoft Office Suite.
• Exceptional attention to detail and organizational skills.
• Highly resourceful with strong independent problem-solving abilities.
• Ability to remain calm and composed under significant pressure.
• Direct, confident communicator who can effectively navigate challenging personalities.
• Strong judgment and discretion when handling confidential information.
• Ability to anticipate needs and operate proactively without extensive direction.
• Bachelor’s degree required.

Additional Details:

• Availability outside of standard business hours is required, particularly when the CEO is traveling.
• Weekend coverage is required every other weekend.
• The position is expected to be 40+ hours per week, with overtime eligible.
• Contract assignment will continue until a permanent FTE is identified, with potential for conversion.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

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