Executive Assistant I

KeyBank • New York, NY

8d • Hybrid

About The Position

Provides executive administrative support to the leadership team under general supervision, handling a broad range of administrative and clerical duties while anticipating the team’s needs. The position manages complex calendars, meetings, travel, correspondence, expense reports, and HR-related tasks; handles confidential information with discretion; and serves as a professional liaison to senior leaders, clients, vendors, internal partners, and outside organizations.

The role coordinates meetings, video conferences, room setup, and meeting materials; manages office operations; prepares communications, reports, and presentation materials; researches and helps resolve problems; and supports special projects and events. The Executive Assistant is expected to work accurately in a fast-paced, changing environment, communicate and escalate issues promptly, and provide professional, timely service. The position is hybrid, with at least four days per week in the office.

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.
• Ability to work in a team environment and complete work accurately in a changing environment.

Nice To Haves

• Knowledge of Workday.
• Knowledge of CWT travel system.
• Knowledge of Salesforce.

Responsibilities

• Manage complex calendars for multiple executives, including scheduling client and internal meetings in Outlook.
• Coordinate meetings, video conferences, scheduling, room setup, and preparation of meeting materials.
• Arrange travel involving multiple segments, coordinate travel requirements with meetings, and handle last-minute travel changes.
• Handle correspondence, incoming inquiries, research, and professional communications in a timely manner.
• Prepare expense reports and manage purchasing and other administrative needs.
• Complete HR-related tasks, including onboarding and offboarding, system access, and timecards.
• Handle confidential information and documents discreetly.
• Collect, compile, and analyze moderately complex data for reports and presentations, and run reports as needed.
• Research problems proactively and assist with resolution; communicate and elevate problems or issues promptly.
• Manage day-to-day office operations and compose written communications as needed.
• Support special projects involving events, new processes, or presentations.
• Provide professional client service to clients, vendors, internal partners, and teammates.
• Perform other duties and projects as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED