Executive Assistant

A Place for Mom•New York, NY

1d•$90,000 - $120,000•Onsite

About The Position

We are seeking a highly organized, proactive, and resourceful Executive Assistant to join our New York City team. This individual will provide day-to-day support to three executives, managing complex priorities with discretion, sound judgment, and a strong sense of urgency. The ideal candidate anticipates needs, identifies solutions, and thrives in a fast-paced environment with competing demands.

Requirements

Five or more years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable role supporting senior leaders.
Demonstrated success managing complex, high-volume calendars for multiple senior executives.
Experience planning and executing team offsites, leadership meetings, and related travel logistics.
Advanced proficiency with Microsoft Office, particularly Outlook and its calendar-management features.
Excellent written and verbal communication skills.
Highly dependable, proactive, detail-oriented, and responsive, with a strong sense of urgency.
Strong organizational, prioritization, and problem-solving abilities.
Excellent interpersonal and customer-service skills, including the ability to navigate challenging situations with diplomacy and tact.
Sound judgment and the ability to handle confidential and sensitive information appropriately.
Ability to work independently with moderate direction while managing multiple priorities and deadlines.
This position is based in New York City and requires working in the office five days per week.
Some travel is required to support team offsites and larger leadership meetings.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Manage complex, high-volume calendars for three executives, anticipating scheduling needs, resolving conflicts proactively, and aligning priorities with business objectives.
Coordinate meeting logistics, including agendas, documents, presentation materials, conference lines, and webinar access.
Prioritize incoming requests, ask clarifying questions, and flag potential conflicts or issues as appropriate.
Prepare and submit monthly expense reports, reviewing documentation for accuracy and compliance with company policies.
Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, passports, visas, and other required documentation.
Serve as a key point of contact among the leadership team, employees, external clients, and business partners.
Handle privileged, confidential, and legally sensitive information and processes with the highest level of discretion.
Anticipate future needs by gathering information from multiple sources, recognizing connections, and applying sound business judgment.
Identify and recommend process improvements that support departmental goals and expand executive and leadership capacity.
Coordinate departmental workspace and facilities needs, including ordering supplies, preparing for new hires, and welcoming visitors.
Independently research complex business matters, gather relevant information, and recommend effective solutions.
Plan and execute team offsites and leadership meetings from start to finish, including venues, travel, accommodations, meals, agendas, and onsite support.
Lead ad hoc projects and ensure their timely and successful completion.