Administrative Assistant

The National Football League•New York, NY

6d•Onsite

About The Position

The Administrative Assistant primarily provides administrative and executive support to three Senior Vice Presidents. The role handles a broad range of tasks, including complex calendar management, meeting preparation, travel coordination, expense processing, communications, and project management. It requires discretion when handling highly confidential information, exceptional attention to detail, strong organizational skills, and consistent communication with internal and external partners and clients. The position works in the office for 40 hours per week. It requires onsite presence at an NFL office or stadium location; remote and hybrid options are not offered. No relocation assistance is provided.

Requirements

At least 4 years of prior administrative or executive assistant experience supporting senior-level executives.
Significant experience with Microsoft Outlook, Excel, Word, and PowerPoint.
Strong technology skills, including the ability to work with PC and Mac programs, iPad, iPhone, and Google products.
Exceptional interpersonal and phone skills, with the ability to interact with staff at all levels.
Expert written and verbal communication skills.
Experience handling highly sensitive information with discretion and professionalism.
Ability to work well under pressure in a fast-paced environment while maintaining a positive attitude.
Strong organizational skills and ability to create, implement, and improve digital and physical filing systems.
Ability to work independently with little supervision.
Demonstrated project management skills.
Comfort interacting with senior executives and high-profile individuals.
Proactive, solution-oriented approach; ability to anticipate needs and remain calm and confident.
Impeccable attention to detail and strong analytical, problem-solving, and project/program management skills.
Professionalism and diplomacy in interactions across all organizational levels.
Strong follow-through, time management, and adaptability in a changing work environment.
Curiosity, resourcefulness, resilience, and commitment to process improvement.

Nice To Haves

Bachelor’s degree.
Experience in the digital, entertainment, or sports industry.
Fast and efficient typing.

Responsibilities

Manage the SVPs’ complex and changing schedules in Microsoft Outlook, including coordinating meetings across multiple time zones.
Anticipate executives’ needs and proactively prepare for meetings, issues, and developments.
Prepare meeting agendas and materials, arrange conference rooms and audio/visual needs, and coordinate external guests as applicable.
Provide executive administrative support, including answering phones, maintaining calendars, arranging conference calls, and coordinating complex domestic and international travel.
Serve as liaison between the SVPs and key stakeholders, and manage calendars as a gatekeeper using discretion to prioritize and make scheduling changes.
Make thoughtful, quick, and accurate decisions when an executive is unavailable.
Create and edit memos and PowerPoint presentations for executives.
Prepare detailed travel itineraries, including flights, hotels, and meeting agendas.
Screen and appropriately route calls; communicate professionally with internal and external partners.
Oversee personal and departmental expenses; prepare, reconcile, and submit invoices and credit card expenses in Concur accurately and promptly.
Handle confidential information carefully and escalate information when needed with discretion.
Keep the SVPs organized and on schedule through proactive communication, and keep executives informed about time-sensitive and priority matters with appropriate follow-up.
Facilitate mass internal communications, including company-wide emails and reports.
Draft, review, and send communications on behalf of executives.
Organize and coordinate large meetings, materials, and reports.
Stay current on department initiatives and timelines, maintain accurate internal and external contact lists, and understand company structure and department operations.
Complete miscellaneous projects and tasks as assigned in a timely and accurate manner.
Build strong partnerships with other executive assistants, facilities, direct reports, travel, IT, security, and other internal stakeholders.
Answer questions with tact, diplomacy, and accuracy; exercise sound judgment and efficiency.
Handle printing, faxing, copying, filing, mail, and shipping.