Executive Assistant

AHEAD•New York, NY

18d•$85,000 - $115,000•Onsite

About The Position

The Executive Assistant serves as a trusted, proactive partner to one or more C-level executives at AHEAD. The role protects executive time, anticipates needs, organizes competing priorities, drives follow-through, and creates a smooth, well-organized experience around executives’ work. It requires exceptional judgment, discretion, organization, and communication skills, along with the ability to work with limited direction and represent executive leadership and AHEAD professionally. The position manages executive priorities, complex calendars, meeting preparation and follow-up, executive communications, inboxes, domestic and international travel, expenses, and meeting and event logistics. It also develops systems and operating rhythms to improve executive effectiveness, coordinates with other Executive Assistants and cross-functional teams, and supports senior leadership, board, advisory, and client-facing engagements as assigned. The role requires working in the office four to five days per week and providing responsive support beyond standard business hours. The position reports to the Manager, Executive Experience and Services, while receiving day-to-day direction from the C-level executive or executives supported. It works closely with the Executive Leadership Team, other Executive Assistants, and cross-functional partners across AHEAD.

Requirements

Five or more years of experience supporting one or more C-level executives, senior executives, or equivalent leaders in a complex, fast-moving organization.
Demonstrated ability to manage a high-volume, constantly changing workload while maintaining accuracy, composure, and attention to detail.
Exceptional organizational, prioritization, and time-management skills.
Strong written and verbal communication skills, including the ability to draft polished executive communications.
High emotional intelligence, sound judgment, and ability to handle confidential information appropriately.
Professionalism in high-pressure situations and when representing an executive and AHEAD.
A can-do attitude and willingness to contribute to both strategic work and hands-on tasks.
Proven ability to anticipate needs, identify risks, and independently move work forward.
Strong proficiency with Microsoft 365, calendar and travel tools, virtual meeting platforms, and presentation and document tools.
A college degree or equivalent professional experience.

Nice To Haves

Experience supporting an executive in a professional services, technology, consulting, or similarly client-focused environment.
Experience coordinating executive leadership meetings, offsites, board or advisory meetings, and high-visibility company events.
Experience working across multiple time zones and with geographically distributed stakeholders.
Experience managing projects, improving administrative systems, or coordinating work across an Executive Assistant team.

Responsibilities

Serve as a strategic thought partner and primary point of contact for executive leadership, internal leaders, employees, clients, partners, and other external stakeholders.
Learn each executive’s priorities, working style, relationships, and decision-making preferences; anticipate needs, identify risks, and recommend solutions.
Triage competing requests, determining what requires executive attention, what can be delegated, and what should be deferred.
Track open commitments, decisions, and follow-up items, and drive accountability through completion.
Manage complex and changing calendars for multiple executives, balancing strategic priorities, operating rhythms, client and partner commitments, travel, and focus time.
Resolve scheduling conflicts and tradeoffs, and ensure meetings have a clear purpose and appropriate participants.
Prepare executives for meetings by gathering background information, briefing materials, agendas, talking points, decisions, and action items.
Capture and distribute action items as appropriate, documenting decisions and advancing next steps.
Communicate on behalf of executives in a clear, thoughtful, responsive manner aligned with AHEAD’s standards.
Monitor executive inboxes and incoming requests with sound judgment, confidentiality, and organizational context.
Draft, edit, and proofread correspondence, presentations, meeting materials, and other communications in the appropriate executive’s voice when required.
Provide timely updates on emerging issues, organizational developments, upcoming commitments, and decisions requiring attention.
Coordinate domestic and international travel, including air, hotel, ground transportation, itineraries, changes, and travel-related materials.
Manage expense reporting and related approvals accurately and on time.
Own end-to-end logistics for executive meetings, offsites, and events, including room setup, AV or virtual platform readiness, catering, dietary needs, vendor coordination, guest hosting, and room cleanup and reset.
Create practical systems, templates, and operating rhythms that improve executive effectiveness and reduce friction.
Partner with other Executive Assistants and cross-functional teams to coordinate coverage, improve processes, and provide a consistent executive experience.
Support preparation for senior leadership, board, advisory, and client-facing engagements as assigned.
Handle sensitive information with the highest level of discretion and professionalism.
Work in the office four to five days per week, including when supported executives are in the office, when backup office-administrator coverage is needed, and for key meetings and events.
Remain available and attentive beyond standard business hours, respond promptly to time-sensitive needs, and anticipate executives’ needs.