Executive Assistant

Aston Carter•New York, NY

5d•$26 - $43•Onsite

About The Position

The Executive Assistant will provide high-level support to two Vice Presidents, overseeing complex calendar management, travel coordination, meeting preparation, budget support, and critical special projects. This position offers significant exposure to leadership and strong growth opportunities within a large, dynamic organization. The ideal candidate excels at communication, thrives under tight deadlines, adapts quickly to evolving priorities, and demonstrates mastery of Microsoft Office while maintaining the highest levels of integrity, discretion, and professionalism.

Requirements

Minimum of 3 years of experience in an administrative role reporting directly to upper management.
Proven problem-solving skills with the ability to navigate complex situations and bring stakeholders together to develop effective solutions.
Strong written and verbal communication skills, with the ability to influence and collaborate across levels of the organization.
Ability to anticipate and understand the needs of the executives and broader team.
High level of organization and strong time-management skills, with the ability to coordinate and prioritize multiple projects simultaneously.
Proficiency in Microsoft Office, including Excel, PowerPoint, Word, and Outlook.
Demonstrated ability to handle confidential information with integrity and discretion.
Ability to adapt to constantly evolving priorities and meet tight deadlines while maintaining high-quality work.

Nice To Haves

Experience supporting C-level executives in a fast-paced, corporate environment.
Interest in learning and adopting new office productivity tools and technologies.
Strong interpersonal skills and the ability to build effective working relationships with internal and external stakeholders.
Demonstrated professionalism, reliability, and a strong work ethic.
Event planning experience, including coordination of internal meetings and offsite events.
Budget tracking or basic financial administration experience supporting a team or department.

Responsibilities

Maintain and refine internal processes that support the executive team, coordinating resources to streamline and expedite workflow.
Manage communication between upper management and employees, serving as a liaison with internal and external executives on various projects and tasks.
Prioritize and coordinate work to ensure executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
Manage professional and personal scheduling for executives, including agendas, mail, email, phone calls, travel arrangements, client management, and other logistics.
Coordinate complex scheduling and extensive calendar management, ensuring accurate and timely flow of information to executives.
Arrange and manage all aspects of executives’ travel, including booking flights, hotels, ground transportation, and related travel activities.
Perform a wide range of administrative and office support tasks to ensure efficient daily operations.
Uphold integrity and strict confidentiality with all materials and exercise sound judgment and discretion when interfacing with the business.
Coordinate team communications and plan events, including internal meetings and offsite gatherings.
Support the management of the team’s budget and assist with tracking and reporting as needed.
Lead or support critical special projects at the direction of the leadership team, ensuring timely and high-quality execution.