Executive Assistant I
About The Position
Provide executive administrative support to the leadership team by performing diverse administrative and clerical duties and anticipating team needs. The role involves handling confidential information discreetly and professionally, managing calendars and correspondence, preparing expense reports, arranging travel, and supporting HR needs. The Executive Assistant handles incoming inquiries, conducts research, communicates professionally and promptly, coordinates meetings and video conferences, schedules events, arranges room setups, and prepares meeting materials. The position also includes planning and researching assignments to deliver high-quality work, supporting day-to-day office operations, and completing other duties and projects as requested. Under general supervision, the Executive Assistant coordinates complex executive calendars and travel, interacts with senior leaders and external professional organizations, and provides client service to clients, vendors, internal partners, and teammates. Additional responsibilities include onboarding and offboarding tasks, system access, timecards, purchasing and expenses, preparing reports and presentation materials, researching problems and assisting with resolutions, and supporting special projects. The role requires working accurately in a fast-paced, changing environment and promptly communicating or escalating issues. This is a hybrid position based at 1301 Avenue of the Americas in New York, with four or more days per week in the office. The position is eligible for a base hourly rate of $25.00–$38.46, plus incentive compensation that may include production, commission, and/or discretionary incentives. Benefits eligibility is referenced in a separate benefits list.
Requirements
- High school diploma or equivalent experience.
- At least 5 years of relevant experience supporting executive management.
- Strong working knowledge of Word, Excel, PowerPoint, Outlook, and Microsoft Teams.
- Reliable, proactive, and self-motivated.
- Strong problem-solving skills and the ability to prioritize and anticipate needs in a fast-paced, high-pressure environment.
- Ability to engage with executive-level management.
- Excellent written and verbal communication skills.
- Strong organizational and time-management skills.
- Sound judgment, discretion, and confidentiality in all matters.
- Ability to take initiative and work independently on routine and complex matters.
- Proven ability to manage multiple calendars and projects simultaneously.
Nice To Haves
- Knowledge of Workday.
- Knowledge of CWT travel system.
- Knowledge of Salesforce.
Responsibilities
- Provide administrative support to the leadership team, including executing, maintaining, and coordinating complex calendars of meetings and travel.
- Manage multiple executives’ calendars in Outlook, including scheduling client and internal employee meetings.
- Arrange complex travel involving multiple segments, ensure meetings do not conflict with travel requirements, and handle last-minute travel changes.
- Interact with senior leaders, executives, and outside professional organizations.
- Provide client service in interactions with clients, vendors, internal partners, and teammates.
- Communicate clearly and decisively about assignments to reduce the need for repeated interactions with the segment head or staff.
- Facilitate information flow as a professional liaison using clear, fact-based communication.
- Handle HR-related tasks, including onboarding and offboarding, system access, timecards, purchasing, and expenses.
- Handle confidential information and documents with discretion.
- Collect, compile, and analyze moderately complex data for reports and presentation materials, and run reports as needed.
- Research problems proactively and assist with resolution.
- Manage day-to-day office operations and compose written communications as needed.
- Coordinate meetings, video conferences, scheduling, room setup, calendar events, and meeting materials.
- Assist with special projects involving events, new processes, or presentations.
- Complete assignments accurately in a fast-paced, changing environment and promptly communicate or elevate problems and issues.
- Perform other duties as assigned.
Benefits
- Benefits eligibility is described in a separate list linked from the job posting; specific benefits are not stated.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
