Executive Administrative Assistant

Gal Manufacturing, a Vantage Elevation Company • New York, NY

1d • $90,000 - $110,000 • Onsite

About The Position

Vantage Elevation is seeking an Executive Administrative Assistant based in Bronx, New York. The role reports directly to a VP and provides administrative support to several members of the executive leadership team. Responsibilities include calendar management, meeting and event coordination, travel arrangements, and presentation creation. The scope of the role will reflect the successful candidate’s abilities. The position calls for a dependable self-starter with strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment. Professional agility, accuracy, sound judgment, discretion, and the ability to handle confidential and sensitive information are essential.

Requirements

• Minimum of 5 years of administrative experience, preferably supporting senior executives.
• Proven experience supporting C-suite and senior executives or other senior leaders and managing multiple competing priorities.
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to independently create detailed, high-quality PowerPoint presentations with charts, graphs, and other visuals.
• Experience coordinating complex calendars, meetings, and business travel.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills and exceptional attention to detail.
• Ability to manage competing priorities and deadlines with limited supervision.
• Professionalism and discretion when handling confidential information.
• Strong interpersonal skills and ability to communicate with individuals at all organizational levels.
• Ability to exercise sound judgment, take initiative, and independently resolve administrative issues.

Nice To Haves

• Post-secondary education in Business or Office Administration, or a related discipline, preferred.

Responsibilities

• Manage complex calendars for the VP and other members of the VLT, scheduling and coordinating meetings, conference calls, appointments, and business commitments.
• Proactively manage scheduling priorities, identify conflicts, and make adjustments to support executive and business priorities.
• Coordinate domestic and international travel, including transportation, accommodations, itineraries, and related logistics.
• Prepare and reconcile travel and expense reports in the company expense management system.
• Prepare executive-level correspondence, presentations, reports, and other materials.
• Coordinate with OTPP and internal stakeholders to schedule quarterly Audit Committee updates, Board meetings, dinners, and related activities.
• Coordinate Board meeting logistics, including schedules, facilities, presentation materials, catering, technology, and related arrangements.
• Interface professionally with Board members, senior executives, and internal and external stakeholders.
• Coordinate executive and corporate meetings, leadership meetings, offsites, town halls, conferences, and other company events.
• Manage meeting logistics, including room reservations and setup, Microsoft Teams connectivity, presentation materials, catering, refreshments, and restaurant reservations.
• Prepare and coordinate agendas, presentations, meeting materials, and other documentation.
• Develop and manage budgets for VLT meetings and events, tracking and reconciling expenditures.
• Handle confidential, sensitive, and proprietary information with discretion and sound judgment.
• Maintain accurate and organized electronic files, records, databases, and executive documents.
• Manage and communicate departmental and organizational documents, including announcements, distribution lists, service anniversary lists, and organizational charts.
• Coordinate the preparation, updates, and distribution of recurring reports and business information.
• Serve as a point of contact for internal and external stakeholders, responding to inquiries and facilitating communication with the executive team as appropriate.
• Support departmental and executive projects through business research, milestone tracking, deliverable coordination, and ad hoc initiatives.
• Coordinate office administrative requirements, including mail distribution, phone coverage, and procurement of office supplies, as required.
• Perform other duties and special projects as assigned.

Benefits

• Medical, dental, vision, and life insurance
• HSA
• 401(k) with company match and non-elective contribution
• Commuter benefits (NYC)
• Paid time off (PTO)
• Tuition reimbursement
• Employee Assistance Program (EAP)

What This Job Offers

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