Executive Assistant to the CEO (80% remote)

Job Description

We are seeking an Executive Assistant to provide executive-level support to the CEO of an established media-only ad agency specializing in the pharmaceutical and life sciences vertical. This position will report directly to the CEO and collaborate closely with the management team. All team members share a common desire to learn, grow, and have a strong entrepreneurial spirit. We are looking for someone who will help the CEO stay focused on taking the company to its next stage. We are NYC-based, working 80% remotely, with light travel in the New York and New Jersey metro area when needed. In addition, the team meets at our Manhattan location approximately two times per month. Silverlight Digital is a top 100 MM&M recipient and well known within the pharma industry. 

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The ideal candidate is intensely organized, process-driven, and trusted with confidential matters, with a track record of anticipating the needs of a busy executive across both professional and personal priorities.  

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Key Responsibilities:  

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CEO Support  

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• Own the CEO's calendar (professional and personal), including meetings, travel, and personal appointments, and follow through on all of the CEO's commitments, including team deadlines and deliverables 
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• Prepare correspondence, proposals, presentations, and reports, and draft and edit internal announcements and communications on behalf of the CEO 
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• Handle information requests, research, file management, and special projects for the CEO and the management team 
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• Maintain strict confidentiality on all business and personal matters 
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Company Operations  

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• Manage calendars and scheduling for company-wide meetings and other team meetings as needed 
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• Manage travel logistics for the entire company and plan company events and client meetings 
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• Liaise with employees, clients, and partners of Silverlight Digital, and identify and implement improvements to workflow and internal processes 
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Finance and HR  

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• Work with the finance team to track and manage budgets, process expense reports, and assist with monthly reporting and timesheets 
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• Provide HR support, including but not limited to, new hire onboarding, interview scheduling, and PTO tracking 
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• Project manage statuses through Monday.com 
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Client and Business Development Support  

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• Support the preparation of RFP responses and pitch materials, and work with the business development department to keep CRM records up to date 
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• Coordinate gifts for clients 
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Personal Support  

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• Manage contractors and service providers for the CEO's two residences and support personal life management, including paying bills, deliveries and returns, research, and household purchases 
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Qualifications include:  

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• 2-5 years of experience as an Executive Assistant supporting a senior executive or busy professionals 
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• Familiarity with human resources and the ad agency environment is a plus 
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• Eager to learn about digital advertising and motivated by helping clients launch breakthrough treatments for their patients 
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• Intensely organized with painstaking attention to detail 
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• Process driven; able to bring order to fast-moving priorities and see every task through to completion 
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• Proactive; recognizes the patterns and rhythm of the CEO's work to anticipate needs before they arise 
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• Clear and concise communicator, both in writing and in person 
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• Team player who rallies colleagues in a positive, friendly way 
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• Reliable; follows through on commitments and keeps matters confidential 
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• Proficient with Microsoft Office (Excel, PowerPoint, Word), SharePoint, OneDrive, Zoom, and Slack; adapts easily to new technology 
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• Experience with Monday.com and AI tools is a plus 
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Silverlight Digital is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or other fascinating characteristics that make us unique.