Executive Assistant
About The Position
We’re hiring an Executive Assistant to support select members of our Executive Leadership Team (ELT). The role covers administrative functions as well as on-site meeting & event support in collaboration with our Operations team. This position is based in the NY office. While we offer a hybrid work setting, due to the nature of the role, there is an expectation of in-office presence most of the time (4 days a week) and when needed for executive or event support. The Executive Assistant ensures our executives maintain the strategic mindset vital to a growing agency. The ideal candidate has the organizational talents to keep calendars aligned, travel smooth, minutiae handled and the right information prioritized so that our leaders can focus on the broader agency vision.
Requirements
- Four or more years of experience in an administrative role reporting directly to upper management
- Resourceful, proactive and can problem-solve quickly
- Extremely organized, detail-oriented and able to anticipate executive needs
- Advanced time-management skills, able to multi-task and coordinate multiple concurrent projects
- Collaborative and team-oriented
- Excellent written and verbal communication skills
- Savvy with computer skills including Microsoft Word, PowerPoint, Excel, Outlook and experience with Smartsheet is a plus
- AI experience and capabilities -- Use AI tools to streamline emails, documents, and presentations Manage calendars, meetings, and projects with smart automation Support leadership with research, reports, and actionable insights
Responsibilities
- Enhance the efficiency & focus of assigned ELT member(s) to ensure that agency goals are accomplished, and the company operates in a manner true to our values (or as we say - Scale with Soul)
- Proactively manage complex schedules & coordinate meetings across domestic & international time zones and internal & external parties
- Manage travel arrangements including transportation, lodging and any related advance coordination (e.g. local information detail, itineraries, etc.)
- Manage executive communications including filtering & prioritizing incoming information & requests, drafting client & vendor correspondence, contact management and liaising with various internal executives & group leaders as needed
- Assist with executive meetings including booking conference rooms, food & beverage, IT & other appropriate resources
- Handle executive documentation needs (e.g. expenses, timesheets, internal processes) and ensure timely submission & compliance
- Monitor executive communications as needed during off-hours, including occasional weekend check-ins, to ensure urgent matters are addressed in a timely manner
- Maintain professionalism and strict confidentiality with all materials & conversations
- Support on-site/off-site agency meetings & events in collaboration with the XM Operations team
- Ad hoc projects & requests as appropriate
Benefits
- Flexibility to work in hybrid manner with in-office and work from home options (depending on role).
- Open/Flexible PTO with US & UK specific policies
- Sponsored healthcare options and agency-wide physical & mental health support
- 401k with company match (USA), and generous Pension (UK)
- Paid sabbatical at significant milestone anniversaries
- Generous paid parental leave policy
- Life milestone recognition & support
- The Pursuit of Happiness Fund devoted to helping Crossmedians find their happy (be it travel, enrichment class, fitness membership or professional development)
- Cell phone/tech reimbursement
- Student Loan payment plan (US)
- Tuition reimbursement
- Learning & Development and training programs
- And burgers – lots and lots of burgers
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
