Executive Assistant

Full-time - Senior

Hybrid - New York City, NY

Professional, Scientific, and Technical Services

About the position

This Executive Assistant works closely with the CFO, General Counsel, and their Senior Leadership Teams to provide comprehensive administrative and operational support, help execute strategic initiatives, and manage key projects and deliverables. You will interact and serve as the first line of contact with internal stakeholders, external partners, and vendors on behalf of the Executive. This is a hybrid role working from our NYC office three days per week. You will report to the Head of Leadership Support, Office of the CEO.

Responsibilities

• Schedule and coordinate meetings, appointments, and travel arrangements for Executive and senior team members
• Ensure conference rooms are properly booked and setup for meetings
• Update mailing lists and rosters as needed
• Partner with FP&A to manage yearly discretionary and interoffice T&E budgets
• Create onboarding guides for new hires; administer Coupa, Egencia, and Hub/Service Desk trainings
• Assist with ad hoc personal errands and projects
• Provide coverage for members of the leadership support team as needed
• Create, manage, and maintain specific communications and cadence for the Finance Leadership Team, All Hands meetings, QBRs (Quarterly Business Reviews), team meetings, ongoing communications, etc.
• Act as a strategic thought partner and sounding board to the CFO, GC and their leadership teams; provide insights and recommendations based on understanding of department needs, performance, and goals
• Provide high-level support to the CFO + GC, preparing presentations, drafting talking points, exploring conferences and opportunities that align with company goals/initiatives and conducting research as needed
• Shadow Executive(s) in key meetings to assist with followup or action items
• Screen, approve, draft scripts / presentations and manage logistics of Executive's speaking engagements + interview opportunities to increase Squarespace brand awareness; coordinate and submit required materials such as speaker agreements, bio, headshot, and supporting creative assets.
• Responsible for creating briefs and summarizing key talking points for internal and external engagements
• Manage workflow and assist in the preparation of QBR decks, monthly department review decks, and monthly scorecards
• Draft and proofread department-wide communications on behalf of the Executive, including emails, slacks, and decks
• Attend monthly department budget reviews and partner with FP&A to manage yearly discretionary and interoffice T&E budgets
• Act as a bridge between the CFO + GC and various stakeholders
• Facilitate communication and collaboration between different departments to ensure alignment and coherence in company-wide efforts
• Serve as a key representative of the CFO + GC
• Work closely with the People Partner to align on HR initiatives, support talent management strategies, and ensure cohesive messaging and alignment across people-related processes.
• Facilitate communication between the CFO + GC and HR to address team needs, support employee engagement, and drive a positive organizational culture.
• Build productive and positive relationships across the organization at all levels to drive influence
• Coordinate quarterly All Hands; prepare deck + slido presentations, distribute and archive event recordings
• Coordinate quarterly onsites/offsite events; prepare agendas, record minutes, and assist with action items
• Advocate for team culture and development by planning and executing large-scale onsites/offsites
• Negotiate terms and fees with external vendors + submit and track requisition requests and approvals
• Lead and oversee critical projects, ensuring deadlines are met, resources are allocated efficiently, and goals are achieved
• Take complete ownership of projects / programs from start to finish
• Responsible for managing follow ups and action plans for all projects
• Help manage Monthly Business Reviews, ensuring decks are complete on time with the correct context and correct attendee list is on the invites
• Create, manage, and maintain specific communications and cadence for Finance Leadership Team, All Hands meetings, QBRs (Quarterly Business Reviews), team meetings, ongoing communications, etc.

Requirements

• Minimum of 10+ years of experience as an executive assistant or similar role, supporting C-level executives or UHNWI
• Bachelor's degree in Business Administration, Communications, or a related field
• Strong understanding of the finance function within an organization
• A desire to understand the broader organizational and department goals and aligning executive support accordingly
• Ability to handle sensitive and confidential information with discretion
• Experience with Google Suite (Gmail, Slides, Docs, Sheets, Drive), project management tools (Canto, Forecast), and design tools (Adobe Creative Suite, Figma, Runway, Midjourney, or ChatGPT)

Benefits

• A choice between medical plans with an option for 100% covered premiums
• Fertility and adoption benefits
• Access to supplemental insurance plans for additional coverage
• Headspace mindfulness app subscription
• Global Employee Assistance Program
• Retirement benefits with employer match
• Flexible paid time off
• 20 weeks for parental leave and up to 12 weeks to care for an ill family member
• Pretax commuter benefit
• Education reimbursement
• Employee donation match to community organizations
• 6 Global Employee Resource Groups (ERGs)
• Dog-friendly workplace
• Free lunch and snacks
• Private rooftop
• Hack week twice per year