Executive Assistant (Office of the CEO)

Keystone•New York, NY

4h•$80,000 - $90,000

About The Position

We are seeking a highly organized, proactive, and service-oriented Executive Assistant to provide exceptional administrative and scheduling support to ensure the efficient operation of the CEO's calendar and meeting cadence. Working under the direction of the Executive Business Partner to the CEO, this role is responsible for coordinating complex calendars, scheduling meetings, managing logistics, and maintaining the day-to-day operational rhythm of the Office of the CEO. This position requires exceptional organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment where priorities shift quickly, and no two days are the same. Working in close partnership with the Executive Business Partner, the Executive Assistant serves as a key point of coordination for internal and external stakeholders while ensuring the CEO's time is aligned with the firm's highest priorities.

Requirements

3–5 years of administrative or executive support experience.
Experience managing complex calendars and coordinating meetings for senior leaders.
Proficiency with Microsoft Outlook, Microsoft Office, Teams, Zoom, and other collaboration tools.
Excellent written and verbal communication skills.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple priorities while maintaining accuracy.
High level of professionalism, discretion, and confidentiality.
Strong customer service and relationship management skills.

Responsibilities

Manage the CEO's complex and ever-evolving calendar in partnership with the Executive Business Partner and adapt quickly as priorities change.
Coordinate a high volume of internal and external meetings across multiple time zones, balancing competing demands and ensuring optimal use of the CEO's time.
Coordinate attendee availability and proactively resolve routine scheduling conflicts.
Monitor scheduling requests and respond in a timely and professional manner.
Build strong relationships with internal and external stakeholders to coordinate schedules efficiently and deliver a seamless executive experience.
Identify scheduling conflicts, competing priorities or requests involving the internal and external leadership teams, Board members, key clients or senior internal stakeholders, and escalate these to the Executive Business Partner for decision-making.
Coordinate end-to-end meeting logistics, including conference rooms, virtual meeting platforms, catering, visitor access, and other operational requirements.
Prepare and distribute meeting invitations and scheduling updates.
Confirm attendee participation and communicate schedule changes professionally.
Support executive meetings by ensuring all logistics are completed in advance.
Maintain meeting records and scheduling documentation as needed.
Prepare daily calendar summaries and scheduling updates for the Executive Business Partner.
Participate in daily planning check-ins and weekly Office of the CEO reviews with the Executive Business Partner to ensure shared visibility of priorities and seamless handovers.
Support the delivery of Office of the CEO initiatives such as gifting, travel logistics, research, and other projects.
Provide execution support on Board preparation under the direction of the Executive Business Partner, including printing and distributing Board papers, coordinating meeting logistics, and managing visitor arrangements.
Maintain executive contact information and scheduling resources.
Support continuous improvement of Office of the CEO processes and scheduling procedures.