Executive Assistant

About the position

The Executive Administrative Assistant (EA) will provide comprehensive support to our CEO and COO in a dynamic, fast-paced global environment. With exceptional organizational skills, discretion, and the ability to manage multiple priorities while handling highly confidential information, the successful candidate must excel in coordinating across time zones, managing executive schedules with precision, and ensuring seamless operations at the highest levels of leadership. This role offers a unique opportunity to work closely with top executives, making a significant impact while gaining valuable global exposure. This is a hybrid role where you will be required to be in our NYC office 2 days a week. You will be reporting to the Chief Operating Officer.

Responsibilities

• Maintain, coordinate, and proactively manage complex calendars for the CEO and COO across multiple time zones.
• Prioritize and schedule internal and external meetings, conference calls, and appointments with minimal direction.
• Anticipate scheduling conflicts and proactively resolve them to optimize executive time.
• Work closely with global teams to ensure seamless coordination of executive meetings across different time zones.
• Plan, schedule, and organize high-level meetings, ensuring all logistical details are covered.
• Prepare agendas, and other necessary materials for executive meetings.
• Serve as the primary point of contact for meeting coordination between executives and key stakeholders.
• Arrange and manage complex domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa requirements.
• Ensure seamless travel experiences by anticipating potential issues and making real-time adjustments.
• Provide detailed itineraries with all necessary documentation and contacts.
• Handle highly sensitive and confidential information with the utmost discretion.
• Draft, review, and manage executive correspondence, ensuring accuracy and professionalism.
• Serve as the primary liaison between executives and internal/external stakeholders, managing incoming and outgoing communications.
• Screen calls and emails, prioritizing messages and escalating urgent matters appropriately.
• Assist executives with high-priority projects, including research, presentations, and reporting.
• Support strategic initiatives by coordinating cross-functional teams and tracking project progress.
• Work on ad-hoc assignments that require a high degree of analytical thinking and problem-solving.
• Prepare, track, and reconcile expense reports, ensuring accuracy and adherence to company policies.
• Manage and process reimbursements and corporate credit card expenses.
• Maintain financial documentation and reporting for executive-level expenditures.
• Ensure seamless day-to-day operations by managing administrative tasks efficiently.
• Maintain digital and physical filing systems for contracts, reports, and critical documents.
• Anticipate executive needs and provide proactive support in all administrative functions.

Requirements

• Minimum 7+ years of executive administrative experience, preferably in an advertising, media, or fast-paced corporate environment.
• Proven ability to manage international schedules and collaborate with teams across multiple time zones.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and Zoom.
• Strong verbal and written communication abilities, with the confidence to engage professionally with executives and stakeholders at all levels.
• High level of integrity in handling sensitive and confidential information.
• Ability to anticipate needs, troubleshoot challenges, and adjust to shifting priorities in a fast-paced setting.
• Meticulous attention to detail, ensuring accuracy in scheduling, document management, and executive support.
• A self-starter who can work with minimal supervision, take initiative, and exercise sound judgment.

Benefits

• Medical insurance
• Dental insurance
• 401(k)
• Tuition reimbursement
• Flexible time off