Executive Assistant
$90,000–$120,000 year
On-siteNew York City, New York, United States or New York, United States
Job Summary
Manage complex, high-volume calendars for three executives, anticipating scheduling needs, resolving conflicts proactively, and aligning priorities with business objectives. Coordinate meeting logistics, including agendas, documents, presentation materials, conference lines, and webinar access. Prioritize incoming requests, ask clarifying questions, and flag potential conflicts or issues as appropriate. Prepare and submit monthly expense reports, reviewing documentation for accuracy and compliance with company policies. Coordinate domestic and international travel, including flights, accommodations, ground transportation, itineraries, passports, visas, and other required documentation. Serve as a key point of contact among the leadership team, employees, external clients, and business partners. Handle privileged, confidential, and legally sensitive information with the highest level of discretion. Identify and recommend process improvements that support departmental goals and expand executive and leadership capacity. Coordinate departmental workspace and facilities needs, including ordering supplies, preparing for new hires, and welcoming visitors. Lead ad hoc projects and ensure their timely and successful completion. Plan and execute team offsites and leadership meetings from start to finish, including venues, travel, accommodations, meals, agendas, and onsite support. This role requires working in the New York City office five days per week with some travel for offsites.
Required Qualifications
- Five or more years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable role supporting senior leaders
- Demonstrated success managing complex, high-volume calendars for multiple senior executives
- Experience planning and executing team offsites, leadership meetings, and related travel logistics
- Advanced proficiency with Microsoft Office, particularly Outlook and its calendar-management features
- Excellent written and verbal communication skills
- Highly dependable, proactive, detail-oriented, and responsive, with a strong sense of urgency
- Strong organizational, prioritization, and problem-solving abilities
- Excellent interpersonal and customer-service skills, including the ability to navigate challenging situations with diplomacy and tact
- Sound judgment and the ability to handle confidential and sensitive information appropriately
- Ability to work independently with moderate direction while managing multiple priorities and deadlines
- This position is based in New York City and requires working in the office five days per week
- Some travel is required to support team offsites and larger leadership meetings
- A Place for Mom uses E-Verify to confirm the employment eligibility of all newly hired employees
Desired Qualifications
- Bachelor's degree preferred
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