Executive Administrative Assistant

Executive Administrative Assistant – C-Suite Support

Location: New York, NY

Work Arrangement: 100% Onsite – 5 Days per Week

️ Schedule: Full-Time | 40 Hours per Week

Employment Type: Temporary Contract – Maternity Leave Coverage

⏳ Contract Duration: Approximately 5 Months, with Potential Extension

Pay Rate: $35-$37/Hour

Remote/Hybrid: Not Available

Robert Half is seeking a highly organized, polished, and experienced Executive Administrative Assistant to provide high-level administrative support within a fast-paced professional environment in New York City.

This is an advanced Executive Administrative Assistant opportunity requiring 6+ years of relevant experience, including previous experience supporting C-suite or senior executive leadership.

The ideal candidate will be exceptionally organized, detail-oriented, proactive, and comfortable handling highly confidential information. This individual must be able to independently manage complex calendars, coordinate domestic and international travel, process expenses, and anticipate executive needs in a demanding corporate environment.

Key Responsibilities

• Manage complex and highly detailed executive calendars, including scheduling, prioritizing meetings, resolving conflicts, and coordinating frequent changes.
• Coordinate logistics for internal and external meetings involving senior leaders, clients, and other stakeholders.
• Screen incoming calls, determine priority levels, and exercise discretion when handling sensitive information.
• Arrange and coordinate complex domestic and international travel, including detailed itineraries and changing travel requirements.
• Coordinate internal and external events, including catering, transportation, meeting logistics, and related arrangements.
• Greet and escort clients while providing a polished and professional experience.
• Process invoices and travel & expense (T&E) claims, ensuring compliance with company policies and established deadlines.
• Assist with employee onboarding and offboarding, including equipment requests and system-access coordination.
• Draft and prepare professional emails, correspondence, and messages for individuals at all levels of the organization.
• Maintain departmental documents, organizational charts, executive biographies, and other administrative materials.
• Edit and prepare spreadsheets, presentations, and meeting materials, including printing and binding documents for client meetings.
• Independently manage recurring administrative responsibilities without requiring continuous direction.
• Proactively identify potential issues or delays and communicate them to appropriate stakeholders.
• Maintain the highest standards of confidentiality, professionalism, accuracy, and discretion.

✅ Required Qualifications

• 6+ years of Executive Administrative Assistant or comparable senior administrative experience
• Previous experience directly supporting C-suite or senior executive leadership
• Demonstrated experience managing heavy and complex executive calendars
• Experience coordinating complicated domestic and international travel
• Strong experience with travel and expense management
• Experience processing invoices and expense reports
• Strong written and verbal communication skills
• Exceptional attention to detail and organizational skills
• Ability to manage multiple priorities and changing deadlines simultaneously
• Strong judgment and discretion when handling confidential information
• Ability to work independently and anticipate executive needs
• Comfortable working in a high-volume, fast-paced professional environment
• Ability to work 100% onsite, five days per week

Preferred Systems & Experience

• Candidates with experience using the following will stand out:
• Concur
• Amex GBT
• Executive calendaring and scheduling platforms
• Travel and expense management systems
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook

⭐ What Will Make You Stand Out

• The strongest candidates will bring a combination of:
• C-suite executive support experience
• Advanced calendar management
• Complex international and domestic travel coordination
• Concur and Amex GBT experience
• Expense and invoice processing
• Client-facing professionalism
• Exceptional attention to detail
• Strong confidentiality and discretion
• Ability to anticipate needs and work proactively

Work Arrangement

This position is located in New York, NY and requires working onsite five days per week.

There is no work-from-home or hybrid option for this assignment. Candidates specifically seeking hybrid arrangements will not be considered.

The standard schedule is full-time at approximately 40 hours per week, although occasional work outside of normal business hours may be required based on executive and business needs.

Opportunity

This is an excellent opportunity for an accomplished Executive Administrative Assistant to provide high-level support within a demanding and highly professional corporate environment.

The initial assignment is expected to last approximately five months as maternity leave coverage. While there is no anticipated conversion to a permanent position, there is potential for the contract to be extended.

If you meet the qualifications and are interested in being considered, please respond with your updated resume.