Executive Assistant (New York, NY)

Stout•New York, NY

23h•Onsite

About The Position

The Executive Assistant provides high-level administrative support to multiple service lines in the New York office. The role reports to one leader while supporting several senior professionals with competing priorities, varying deadlines, and different working styles. The Executive Assistant is expected to anticipate needs, exercise sound judgment, manage sensitive information with discretion, and help keep day-to-day priorities moving efficiently.

Requirements

Advanced proficiency in Microsoft Outlook and strong proficiency in Word, PowerPoint, and Excel; comfortable learning new systems and technology.
Excellent written communication, grammar, and proofreading skills.
Demonstrated proficiency using AI tools to improve productivity, streamline workflows, and support day-to-day business activities.
Strong attention to detail and commitment to accuracy.
Excellent interpersonal and communication skills, with the ability to interact professionally with senior leaders, clients, and colleagues.
Strong organizational and time-management skills with the ability to prioritize and manage multiple assignments with competing deadlines.
Proactive, resourceful, and able to anticipate needs and follow through with limited supervision.
Sound judgment and a high level of discretion when handling confidential or sensitive information.
Ability to learn quickly, adapt to change, and work effectively with varying working styles.
Ability to remain composed, flexible, and service-oriented in a fast-paced professional environment
High school diploma required
8 or more years of previous administrative or executive support experience required

Nice To Haves

college degree preferred
experience within a professional services firm preferred
Demonstrated experience supporting multiple senior professionals or executives in a high-volume environment preferred

Responsibilities

Manage complex and frequently changing calendars, proactively resolving scheduling conflicts and prioritizing meetings based on business needs.
Coordinate internal and external meetings, including scheduling, conference rooms, phone/video details, travel or facility arrangements, correspondence, and meeting materials as needed.
Serve as a professional point of contact for clients, senior leaders, and other internal and external stakeholders.
Anticipate the needs of supported leaders, track follow-up items, and help manage competing priorities and deadlines across multiple service lines.
Arrange and coordinate domestic and international travel for team members, including itineraries and related logistics.
Prepare, track, and reconcile expenses for team members.
Assist managers with the work intake process, including obtaining job codes and running conflict checks.
Assist with engagement and proposal letters and prepare various correspondence and documents.
Assist with time entry and check requests.
Coordinate the report production process and support preparation and organization of client-facing materials.
Update and maintain HubSpot and other internal systems and records as needed.
Coordinate conference, continuing education, membership, and subscription registrations and renewals.
Assist in coordinating business development and marketing efforts with the firmwide marketing group, including client and contact gifts, tombstones, group qualifications and CVs, client references, and other marketing collateral as needed.
Research professional organizations, networking opportunities, and other business needs as requested.
Work in tandem with and provide backup support to the Office Coordinator/Manager, including meeting support, FedEx shipments, filing, organization, and other office needs.
Handle confidential and sensitive information with a high degree of discretion and professionalism.
Perform other administrative and project support duties as needed.