Executive Assistant

Responsibilities

• Completes a broad variety of administrative tasks for the C-Suite including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the executive schedule is followed and respected.
• Tracks action items, decisions, and deliverables arising from meetings, ensuring timely follow-through across stakeholders.
• Organizes and manages calendars and contacts.
• Dives into any projects that may come up while prioritizing conflicting needs. Helps coordinate with outside teams as necessary.
• Works closely and effectively with the executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping executives updated and informed.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Manages inbound requests with professional judgment, triaging and prioritizing based on business urgency and relevance.
• Represents the executive office with the highest level of professionalism in all written and verbal communications.

Qualifications

• Preferred bachelor’s degree or relevant experience.
• 10+ years of executive assistant experience, supporting senior C-suite leadership in a corporate environment.
• Experience in media, advertising, consulting, or a fast-paced holding company environment strongly preferred.
• Exceptional organizational skills with the ability to manage multiple priorities and shifting deadlines simultaneously.
• Expertise to seamlessly interact with a wide range of personalities and work styles.
• Able to treat highly confidential information with care and discretion.
• You’re organized, enjoy taking care of multiple things at once, and can engage collaboratively with individuals at all levels.
• Experience and interest in internal and external communications, partnership development, and influencer marketing.
• Proficiency in Microsoft Office Suite (Teams, Outlook, Word, Excel, PowerPoint, CoPilot), Google Suite (Docs, Sheets, Slides, Forms), project management tools, and travel booking platforms.
• Ability to operate with autonomy and thrive in ambiguity within a global, matrixed organization.
• Willingness to be available outside of standard business hours as needed given the nature of executive-level demands.