Executive Assistant

Job Title: Executive Assistant

Location: New York, NY (Onsite)

Duration: 12 Months

Pay Rate: $35/hr W2

Job/Role Description:

• This role provides high-level, proactive administrative support to a complex team of Managing Directors in a fast-paced, dynamic corporate environment.
• Proactively coordinate and maintain complex and dynamic calendars, including senior-level internal and client meetings, conference logistics, and external speaking engagements.
• Strategically prioritize meeting requests, anticipate potential scheduling conflicts, and proactively resolve calendar challenges.
• Manage a high volume of phone calls while interacting with senior business leaders in a professional and effective manner.
• Handle highly confidential and sensitive client information with the utmost discretion.
• Respond to and follow up on client requests in a timely and professional manner.
• Coordinate domestic and international travel arrangements, including visa procurement when applicable.
• Process and track expense reports, reconcile credit card statements, and ensure compliance with company policies.
• Prepare and distribute business correspondence, memos, letters, reports, and other documents as requested.
• Perform general administrative duties, including copying, filing, faxing, archiving, shipping, and managing office supplies.
• Coordinate with conference and catering services for meetings and client engagements.
• Provide backup administrative support to peer assistants as needed.
• Participate in ad-hoc projects, committees, and event planning activities.
• Anticipate executive needs and proactively address administrative challenges to ensure efficient daily operations.

Required Qualifications

• 3–5 years of administrative experience preferred, ideally supporting multiple senior-level or client-facing executives.
• Experience working in a complex, fast-paced corporate environment, preferably within financial services, the private sector, or government.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Familiarity with expense management platforms such as SAP Concur.
• Proven ability to manage complex executive calendars, coordinate meetings, and handle multiple competing priorities.
• Experience coordinating domestic and international travel arrangements.
• Demonstrated ability to anticipate executive needs and proactively adapt to rapidly changing demands.
• Excellent judgment and discretion when handling confidential and highly sensitive information.
• Strong interpersonal, written, and verbal communication skills with a consistently professional approach.
• Exceptional attention to detail, organizational skills, and ability to prioritize tasks effectively.
• Strong problem-solving abilities with a proactive and independent approach to work.
• Ability to follow up consistently and ensure timely completion of tasks.
• Quick learner and self-starter with excellent anticipation skills.
• High degree of integrity, professionalism, and diplomacy.
• Strong multitasking skills and ability to perform effectively under pressure.
• Collaborative team player with a positive attitude and strong customer service orientation.