Executive Assistant

Responsibilities

• Manage complex calendars for the CEO and Executive Committee members
• Coordinate meetings across internal and external stakeholders while balancing competing priorities
• Protect executive focus time and proactively manage scheduling conflicts
• Arrange domestic and international travel, including itineraries, transportation, accommodations, and contingency planning
• Prepare and reconcile expense reports
• Track and submit executive timesheets and administrative requirements
• Prepare agendas, meeting materials, and follow-up action items
• Exercise discretion when handling confidential and sensitive information
• Build, edit, and polish executive presentations in PowerPoint and Google Slides
• Cook up leadership materials for Executive Committee meetings, client meetings, agency communications, and presentations
• Cook up document approvals, signatures, and distribution
• Maintain organized digital files and shared resources
• Ensure meeting materials are accurate, complete, and delivered on time
• Cross-Functional Partnership
• Partner with Human Resources on onboarding logistics, leadership communications, employee events, and Executive Committee initiatives
• Partner with Finance on expense reporting, purchasing, budget coordination, and administrative processes
• Partner with Operations on agency initiatives, operational projects, leadership meetings, and process improvements
• Partner with Office Management and IT to coordinate workplace needs, technology support, office logistics, vendor relationships, and executive events
• Collaborate with agency teams to move initiatives forward and ensure effective coordination across the business
• Agency & Event Coordination
• Coordinate logistics for in-person and virtual meetings, workshops, offsites, town halls, and agency events
• Arrange meeting space, catering, audiovisual support, travel, and vendors
• Cook up logistics for Executive Committee meetings and leadership offsites
• Support a welcoming, organized, and efficient office environment
• Aid in agency celebrations, recognition events, and internal communications
• New Business Support
• Cook up logistics for new business pitches and presentations
• Assemble and quality-check presentation materials
• Cook up travel, scheduling, catering, shipping, and meeting logistics for pitch teams
• Help ensure deadlines are met and materials are presentation-ready
• Continuous Improvement
• Identify opportunities to improve administrative and operational workflows
• Anticipate executive and agency needs before they become issues
• Recommend tools, templates, and approaches that improve efficiency
• Identify opportunities to streamline processes and enhance Executive Committee effectiveness
• Take initiative to solve problems and continuously improve agency operations

Qualifications

• 5+ years supporting senior executives in a professional services, consulting, healthcare communications, marketing, or agency environment
• Experience supporting multiple executives simultaneously
• Outstanding organizational and project management skills
• Excellent written and verbal communication skills
• Strong PowerPoint and presentation development capabilities
• Proficiency with Google Workspace and Microsoft Office
• Exceptional attention to detail and follow-through
• High level of discretion and professionalism
• Ability to manage multiple priorities in a fast-paced environment

Benefits

• Professional growth and development programs to help advance your career
• Comprehensive health care and wellness plans for your entire family
• A 401(k) Savings Plan and Flexible Spending Accounts
• Paid holidays, Unlimited Paid Time Off (Personal, Sick, Vacation), and Summer Fridays and Sabbatical Leave
• Additional Perks: Family Leave, Well-Being Programs, and Commuter Benefits

Pay

$76,000 – $90,000

Schedule

Remote or in the New York office