Executive Administrative Assistant, Executive Leadership Team (NY Office)

Ameriprise•New York, NY

5d•Onsite

About The Position

Reporting into the Primary Executive Assistant of the Chairman & CEO, this role provides executive administrative support to the Chairman & CEO and other members of the Executive Leadership team (ELT) in the New York office. Partnering with the Primary Executive Assistant, responsibilities include hosting external clients and visitors, coordinating arrangements for the Chairman & CEO, managing logistics for meetings, conferences, offsites, special events, tracking NY office space, keeping records of location schedules for executives, and proactively managing CEO schedule to ensure timely meetings. Proactively and independently complete ad hoc requests and manage projects. Train, mentor, and backup other assistants as needed. This role includes a mix of high-touch support during peak times and quieter periods between engagements, requiring strong judgment on when to lean in and when to remain in a support-ready posture. This is a unique opportunity in a high-visibility, in-office role in New York. The position is intentionally designed around real-time, high-touch executive support—ensuring every onsite interaction runs seamlessly, from meeting flow to visitor experience. It’s a great fit for someone who brings strong executive presence, enjoys being highly responsive and detail-oriented, and is comfortable in a role that blends hands-on support with periods of downtime between executive engagements.

Requirements

5 years of relevant administrative experience supporting an Executive/C-Suite with a proven track record of progressively increased administrative responsibilities
Proficiency with computer programs (MSWord, Excel, PowerPoint, Access) and administrative programs (Outlook, Ariba Buyer, XMS, Concur, etc.) as well as internet savvy
Ability to anticipate needs and proactively use independent judgement to act on behalf of the executive leader
Comfortable with hands-on, detail-oriented support (printing, materials, pacing meetings)
Exceptional organizational skills and impeccable attention to detail.
Highly responsive and anticipatory, with a service mindset
Confident operating in a role that is less schedule-heavy and more situational/on-demand
Ability to exercise discretion due to the handling of extremely sensitive information.
Strong problem-solving skills and the ability to manage multiple and shifting competing priorities.
Excellent collaboration and communication skills.

Nice To Haves

Bachelor’s degree

Responsibilities

Greet visitors – both internal executives traveling to the New York office as well as board members, key external stakeholders, vendors, and regulators.
Interact regularly with guests and ensure they are well taken care of.
Serve as the primary liaison to the New York office for Executives across the firm and track office space and location schedules.
Manage logistics for executive meetings and/or conferences by interacting with internal/external clients/partners globally to coordinate accommodations, technology, meeting materials and supplies.
Serve as a liaison to Ameriprise Security team and building security.
Compile, track and distribute visitor list and travel schedules.
Accept all vendor deliveries such as mail, catering, florists, movers, deliveries, etc.
Effectively prioritize the Chairman & CEO’s time and proactively ensure Chairman & CEO’s schedule remains on track.
Monitor Chairman & CEO's email and highlight and/or print urgent correspondence if necessary (while in NY office)
Partner with Primary Executive Assistant when needed to handle travel arrangements, expense reports, invoices, and other misc. reports.
Coordinate personal arrangements and engagements for the Chairman & CEO (arranging meals, planning recognition, and administering other tasks).
Proactively recommend process improvements to ensure Chairman & CEO’s office operates effectively and efficiently.
Manage and/or participate in various projects (implementing process improvements, managing the coordination of