Executive Assistant

Mars•New York, NY

6d•$34 - $47•Onsite

About The Position

We are seeking an exceptional, highly motivated Executive Assistant to deliver comprehensive, high-level administrative partnership to 2–4 senior executive leaders. In this critical role, you will serve as a strategic gatekeeper and operational hub—managing complex calendars, orchestrating global travel, and anticipating business needs before they arise. The ideal candidate operates with unwavering integrity, discretion, and a relentless commitment to excellence. If you thrive in fast-paced environments, excel at navigating ambiguity, and take pride in seamless execution, we invite you to apply.

Requirements

5+ years of progressive administrative experience supporting senior-level managers, directors, or executive leadership.
High School Diploma required
Advanced proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, Teams) and Adobe Acrobat.
Hands-on experience with expense and travel management platforms (e.g., SAP Concur).
Fast learner with the ability to adopt new enterprise software, tools, and digital workflows quickly.

Nice To Haves

Bachelor’s degree or relevant business college coursework preferred.

Responsibilities

Strategically manage complex, multi-time-zone executive calendars with independent judgment, proactively resolving scheduling conflicts and aligning executive time with top business priorities.
Plan and execute flawless, multi-leg domestic and international travel itineraries—including flights, ground transportation, lodging, and required travel documentation/visas.
Organize high-impact internal and external meetings, leadership summits, and client visits. Manage full-lifecycle logistics: venue sourcing, room reservations, AV/tech setup, catering, hotel room blocks, and group transportation.
Process expense reports accurately and promptly via SAP Concur; manage purchase orders (POs), track invoices, and facilitate new vendor onboarding.
Serve as a polished, professional point of contact for board members, clients, senior leaders, and external stakeholders.
Drive ad-hoc administrative projects and proactively identify opportunities to streamline processes and elevate operational efficiency.
Partner with the broader administrative team to provide cross-coverage during absences and ensure uninterrupted operational support.
Actively participate in administrative team meetings, training programs, and engagement initiatives.
Assist in onboarding, mentoring, and sharing best practices with incoming administrative team members.