Executive Assistant, Chief Facilities Officer & Chief Security Officer

National Basketball Association (NBA)•New York, NY

2d•$100,000 - $115,000•Hybrid

About The Position

The Executive Assistant to the Chief Facilities Officer and Chief Security Officer will perform a wide variety of administrative activities while also secondarily supporting 2 other Senior Vice Presidents in accomplishing projects and tasks that impact the daily operations of the Facilities and Security departments. The Executive Assistant ensures all matters are handled in a timely and professional manner, along with being resourceful in a fast-paced environment. This individual will be a trusted agent and handle sensitive and confidential information. The Executive Assistant will interact with employees at all levels of the organization as well as external contacts and will be asked to make decisions on a regular basis with minimal guidance and supervision. The work of this role is performed primarily in-person as it relates to engagement with internal and external stakeholders. This role could travel between 0-15% of the year, depending upon priorities.

Requirements

College degree with foundation in Business Administration or related field preferred.
5+ years previous experience supporting Executive(s) in a fast-paced, corporate setting.
Able to handle sensitive and confidential information with the highest level of discretion and integrity.
Proven experience as an executive assistant in a similar administrative role.
Strong interpersonal skills and ability to effectively communicate across all levels of an organization.
Exceptional organization and multitasking abilities.
Ability to work independently, prioritize tasks, and meet deadlines.
Discretion and a high level of confidentiality.
Advanced aptitude with all Microsoft Office applications including Word, Excel and PowerPoint.
Experience with calendar management tools.
Creative problem-solving skills and is proactive in identifying ways to improve outcomes.
Strong attention to detail.
Comfortable receiving feedback and can adjust approach accordingly.
Operates with the highest level of personal integrity and ethics.
Performs independent project-based work with little supervision.
Ability to manage multiple projects at the same time with varying deadlines.
Track record of successfully working as part of a team, in a fast-paced office

Responsibilities

Provide administrative support to (2) Primary leaders and (2) additional SVPs, including but not limited to: Manage calendar, scheduling meetings, appointments, and travel itineraries. Prioritize and review daily schedules to ensure efficiency. Make travel arrangements, including booking flights, accommodations, and transportation, as needed. Prepare travel and expense reports and ensure information is complete and accurate. Serve as a primary point of contact for internal and external stakeholders, screening and managing emails, phone calls, and other correspondence. Create and manage executive-level PowerPoint presentations and other communications materials for department leaders, proactively coordinating stakeholder input and delivering polished, presentation-ready content for audiences across all levels of the organization. Schedule, prepare materials and meeting minutes for, and attend meetings as requested. Secure conference rooms for meetings and ensure that Audio Visual needs are addressed and prepared prior to meetings and handle catering and hospitality requests for meetings with external guests. Submit guest registration requests, greet, and announce all external meeting attendees and incoming visitors. Manage the guest invitation process for large-scale NBA events and act as the contact for registering staff for events. Handle special requests as directed. Leverage available AI and automation tools to streamline administrative tasks, improve efficiency, and enhance overall productivity.
Provide general support to the Facilities and Security departments including but not limited to: Coordinate department meetings and orders for special events and off-sites (supplies, merchandise, catering, etc.). Manage the departments’ corporate purchase card.