Executive Assistant

MZ Wallace•New York, NY

About The Position

MZ Wallace is seeking a talented, organized, and proactive administrative professional to support three C-suite executives and overall office operations. As an integral member of a close-knit team, this role has a significant impact on team efficiency and the employee experience company-wide. The ideal candidate can work independently and collaboratively and demonstrates exceptional judgment, professionalism, and attention to detail. The role provides high-level administrative support, including managing executives’ schedules, coordinating domestic and international travel, preparing meeting materials and documents, and helping track follow-ups and deadlines. It also involves serving as a liaison with internal and external contacts, troubleshooting executive technology issues, assisting with personal requests, supporting special projects, and handling confidential information with discretion.

Requirements

At least 3 years of experience as an Executive Assistant or in a similar high-level administrative support role.
Associate or bachelor’s degree, or equivalent professional experience.
Strong written and verbal communication skills.
Exceptional organizational and time-management skills, including the ability to manage multiple priorities and shifting deadlines.
Excellent judgment, discretion, and ability to handle confidential information.
Highly proactive, with the ability to anticipate needs and identify solutions independently.
Strong attention to detail and commitment to accuracy.
Proficiency in Microsoft Office, Apple devices, and virtual meeting platforms.
Comfort troubleshooting basic technology issues and coordinating with IT when additional support is needed.
Collaborative and personable, with the ability to build strong relationships across all levels of the organization.
Resourceful and adaptable, with a roll-up-your-sleeves approach.
Ability to remain organized and composed in a fast-paced environment with changing priorities.

Nice To Haves

Experience supporting multiple senior executives simultaneously is strongly preferred.

Responsibilities

Provide high-level administrative support to three C-suite executives while managing competing priorities and schedules.
Anticipate executive needs and proactively identify solutions.
Serve as a liaison between executives, internal teams, external partners, vendors, and other key contacts.
Track follow-ups, action items, and key deadlines to help ensure priorities move forward.
Manage complex calendars, including internal and external meetings, appointments, lunches, dinners, and other commitments; resolve scheduling conflicts and anticipate calendar needs.
Coordinate domestic and international travel, including flights, accommodations, ground transportation, reservations, and detailed itineraries.
Research, prepare, and organize meeting materials, presentations, reports, correspondence, and other documents.
Troubleshoot and coordinate resolution of technology issues involving computers, mobile devices, virtual meetings, and other executive technology.
Assist executives with personal tasks, errands, appointments, reservations, and other personal requests as needed.
Support the organization with special projects and ad hoc assignments.
Handle confidential and sensitive information with discretion and professionalism.