Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level support to the President and senior leadership in New York. This Long-term Contract position is ideal for a highly organized and detail-oriented individual who can manage competing priorities, handle sensitive information with discretion, and keep executive operations running smoothly. The role combines executive scheduling, office coordination, communication support, and event logistics to help maintain an efficient and responsive leadership office.

Responsibilities:
• Oversee the President’s schedule by arranging appointments, confirming commitments, and preparing meeting materials that support productive discussions.
• Proactively coordinate daily priorities for executive leadership, helping ensure time is used effectively and important follow-up items are addressed promptly.
• Organize travel plans and related logistics, while monitoring next steps from meetings, visits, and leadership engagements.
• Support the day-to-day administration of the President’s Office by maintaining organized workflows, safeguarding confidential information, and ensuring smooth office operations.
• Manage reception and front office activities, including welcoming guests, routing inquiries, and handling phone and written communications effectively.
• Prepare and refine letters, reports, memos, presentations, and other sensitive documents on behalf of executive leadership while maintaining a clear and consistent tone.
• Coordinate meetings and special events by securing space, arranging catering and parking, preparing agendas and materials, and confirming technology needs.
• Record key discussion points, track action items, and follow through on outstanding tasks related to executive, leadership, and board-related meetings.
• Process invoices, reconcile expenses and corporate card activity, and ensure supporting documentation is complete for timely payment handling.
• Act as a central point of contact between the President’s Office, internal departments, and external partners, while providing administrative support to additional functional teams as needed.• Demonstrated experience providing direct administrative support to senior executives in a fast-paced, detail-focused environment.
• Strong background in calendar coordination, meeting planning, and complex travel arrangement management.
• Ability to prepare executive-level correspondence, reports, and presentation materials with accuracy and discretion.
• Experience supporting leadership meetings, board-related activities, or executive presentations.
• Proficiency in expense reporting, invoice processing, and monthly reconciliation tasks.
• Advanced working knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent organizational, communication, and interpersonal skills with the ability to manage confidential information responsibly.