Administrative Assistant, Executive Office Team

Blue Meridian Partners • New York, NY

1d • Hybrid

About The Position

The Administrative Assistant for the Executive Office Team provides strategic administrative, task-management, and project support to senior leaders in the Executive Office. The role helps keep work organized and on track and provides secondary administrative support to the Chief Executive Officer. It supports the Chief Executive Officer, Chief of Staff, and Senior Advisor in maximizing the impact of their time, executing leadership responsibilities on schedule, and preparing for internal and external engagements in partnership with relevant stakeholders.

The position is based in New York City, with a hybrid working arrangement allowed. It is classified as SS1 and exempt. The hiring salary is $88,000, with eligibility for a performance-based variable incentive bonus. The role requires at least seven years of relevant professional experience, including at least five years serving as an assistant to executives of organizations comparable to Blue Meridian. A bachelor’s degree is a plus. Travel may be required as needed.

Requirements

• At least 7 years of relevant professional experience, including at least 5 years serving as an assistant to executives of organizations comparable to Blue Meridian.
• Aligned with Blue Meridian’s core values.
• Ability to adapt and pivot quickly, propose creative alternatives to complex and competing scheduling demands, and prioritize and reprioritize tasks in real time in a fast-paced environment.
• Excellent administrative and organizational skills and strong attention to detail.
• Ability to work independently and collaboratively as a self-starter.
• Outstanding written and verbal communication skills, including drafting emails, letters, and memoranda and proofreading; ability to communicate professionally in person, electronically, and by phone.
• Sound judgment, discretion, ability to make difficult decisions independently, and effective problem-solving skills.
• Strong interpersonal skills, a professional and genial demeanor, and ability to work with people from different backgrounds and experiences.
• Demonstrated ability to use AI tools and technologies to enhance productivity and work quality, including for research, content generation, data analysis, problem-solving, or workflow automation.
• Ability to critically evaluate AI-generated outputs, apply sound judgment when using AI assistance, and integrate AI tools effectively into work processes.
• Proven experience handling highly confidential and sensitive board, investor, personnel, and financial information with discretion and in accordance with data policies and standards.
• Strong facility with common workplace technology, including Microsoft Office, SharePoint, and Salesforce/CRM, and ability to learn new software quickly.
• Willingness to travel as needed.

Nice To Haves

• A bachelor’s degree is a plus.
• Experience in philanthropy, nonprofits, the public sector, and/or strategy consulting.
• Perspective gained through direct experience living or working in communities with significant low-income or otherwise disenfranchised populations.
• Experience with Asana.

Responsibilities

• Lead project and task management, deadline tracking, and timely follow-through for the Chief Executive Officer, Chief of Staff, and Senior Advisor.
• Help maintain a comprehensive view of Executive Office leaders’ commitments, deliverables, and pending decisions, tracking them to completion in the project management system.
• Elevate the Chief Executive Officer’s open items, required decisions, and upcoming deadlines for daily action, and lead a bi-weekly look-ahead for the Executive Office.
• Serve as a point of contact for internal staff and project leads, offering process guidance, setting turnaround expectations, and holding partners to agreed timelines.
• Ensure briefing materials are ready in advance by setting and managing deadlines with internal content owners.
• Keep senior leaders’ schedules and expected deadlines aligned, allowing adequate time for preparation.
• Maintain Executive Office systems, trackers, templates, and workflows, including the use of AI and workflow-automation tools.
• Provide primary administrative support to the Chief of Staff and Senior Advisor and secondary administrative coverage to the Chief Executive Officer.
• Forecast administrative needs, set priorities, resolve competing requests, manage calendars, and ensure schedules include sufficient preparation and transition time.
• Triage, sequence, redirect, or decline scheduling and meeting requests directed to Executive Office leaders, using judgment and diplomacy.
• Coordinate logistics for internal and external meetings and convenings, including agendas, materials, technology, and room or virtual setup.
• Organize travel, including itineraries, ground logistics, briefing packets, contingency planning, and real-time troubleshooting.
• Prepare expense reports, process invoices, and maintain contact and CRM records for the Chief Executive Officer and senior leaders.
• Draft and revise documents, correspondence, spreadsheets, and presentation materials under the direction of the Senior Advisor and Chief of Staff.
• Prepare meeting notes and readouts with the Senior Advisor and Chief of Staff and distribute them to relevant internal stakeholders.
• Track and support meeting preparation and post-meeting follow-up for the Senior Advisor and Chief of Staff, liaising with relevant stakeholders.

Benefits

• Performance-based variable incentive bonus.
• Employer contributions to a retirement savings plan.
• Medical, dental, and vision coverage with minimal employee contribution.
• Life and disability insurance.
• Paid time off including vacation and personal days, paid holidays, half-day summer Fridays, and week-long summer and winter office closures.
• Internal and external professional development opportunities.
• Home office setup allowance.
• Tuition reimbursement.
• Hybrid work arrangement.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed