Executive Assistant

Unispace•New York, NY

5d•$85,000 - $105,000•Hybrid

About The Position

At Unispace, we are committed to transforming workplaces to meet the diverse needs of today’s dynamic global brands. Our agile, end-to-end approach is delivered seamlessly across borders, fueled by strong client partnerships and supported by insightful workplace intelligence and innovative technology. We believe that everyone deserves to work in an environment that inspires productivity, fosters peak performance, and promotes overall well-being. Across our 48 global studios, we recognize that positive work environments cultivate open, collaborative, and supportive cultures, enriched by the contributions of independent and motivated individuals from all backgrounds. While our core business revolves around strategizing, designing, and building workplaces for some of the world's leading brands, we understand that our people are our greatest asset. We prioritize their growth and well-being through a comprehensive Employee Value Proposition program that includes rewards and recognition, career development opportunities, and a strong focus on mental and physical well-being. To further support our team, we embrace flexible working arrangements, including hybrid working options that empower our employees to balance in-office collaboration with remote work flexibility. This approach not only enhances work-life balance but also allows us to harness the full potential of our diverse and talented workforce. Why you’re here: As the Executive Assistant, you play a pivotal role in supporting the CEO, by enabling them to perform at their highest level. You’ll provide professional, confidential, and strategic support to the Executive Team, while collaborating with colleagues to ensure seamless operations and successful delivery of projects and events. Your contributions will be instrumental in driving efficiency and maintaining a positive and productive environment.

Requirements

Extensive experience supporting senior executives (e.g., CEO, CHRO, COO, CFO) in a fast-paced and complex environment.
Demonstrated ability to manage travel bookings, expenses, and diaries efficiently.
Experience in preparing board papers, financial documents, and accurate meeting minutes.
Exceptional time management and the ability to prioritize and juggle multiple tasks.
Strong financial and budgetary acumen.
Familiarity with global time zones and cultural awareness in a multinational setting.
Proven ability to build trust and foster effective relationships with senior leaders, clients, and teams.
Clear and effective communication skills, with an emphasis on professionalism and impact.
Strong working knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and other relevant tools.
A fast learner who can adapt to new technologies and processes.
High emotional intelligence, discretion, and professionalism in handling sensitive information.
Resilient under pressure with the ability to thrive in a dynamic and fast-paced environment.
A proactive mindset, with the ability to anticipate needs and resolve issues independently.
Strong attention to detail and a commitment to delivering high-quality work.

Responsibilities

Managing the Executive’s diary, appointments, and emails, ensuring effective time management.
Anticipating needs and preparing documents and materials for meetings.
Organizing, coordinating, and budgeting for events and team activities.
Booking and coordinating all travel arrangements for the Exec.
Drafting, reviewing, and finalizing documents and presentations for internal and external stakeholders.
Maintaining confidentiality while handling sensitive information.
Acting as a key point of contact for internal and external stakeholders, representing the Exec with professionalism and integrity.
Building and maintaining effective relationships with clients, vendors, and business partners.
Supporting communication and collaboration across disciplines, teams, and geographies.
Implementing and maintaining effective administrative processes to streamline operations.
Assisting with the preparation and coordination of reports, board papers, and meeting materials.
Accurately recording and distributing meeting minutes and tracking actions to completion.
Monitoring and managing key vendor relationships to ensure quality service and cost-effectiveness.
Identifying risks and implementing solutions while operating in compliance with ethical and business practices.
Collaborating on and assisting with complex, strategic projects.
Supporting cross-functional initiatives and corporate events to align with business objectives.
Handle all studio-based ordering, including and not limited to pantry items, office supplies, team lunches, etc.