Position Overview 

Diligent is looking for a bright, energetic and communicative Executive Assistant to support and work closely with the Diligent executive team and manage operations within our New York City office. This role will provide effective and efficient support and partnership to our executive leaders through schedule and calendar management, organizing team meetings and events, and helping to build and support the community in our New York City office.

This position offers an exciting opportunity to work closely with and learn from our C-suite leaders within Diligent, a company that is currently undergoing a hugely exciting period of transformational change and growth on a global scale.

The successful candidate will be highly organized, resourceful and a confident collaborator. This role requires a self-starter with a proactive mindset who takes ownership of tasks and executes reliably and efficiently. This is a critically important position that will help our team to lead Diligent to the next level of achievement and growth.

Key Responsibilities: 

• Coordination of travel arrangements for domestic and international travel.
• Coordination of venue bookings and reservations for meetings and individual or office events. 
• Proactive management of C-suite calendars, across multiple time zones, and ensuring facilitation of executive meetings with other C-Suite executives and employees.
• Management of expense reimbursements and reporting. 
• Making decisions on venues, formats and catering of company events.
• Helping out with projects, research initiatives and logistics planning.
• Management of ad hoc logistical and operational projects assigned by Executives. 
• Help build and support local office community.
• Order office supplies, snacks, and catering as directed by office leadership.
• Maintain an orderly, operational and clean kitchen facility that is stocked and well organized. 
• Manage and distribute incoming packages and mail as appropriate.
• Serve as the main point of contact for office building management and main point of contact for office building health and safety requirements.
• Coordinate with facilities with miscellaneous office-related projects to provide the Diligent in-office experience to all employees based and travelling to New York City. 

Qualifications

• This position is required to be in the office 5 days per week during normal business hours 

• Must have 5 years of experience supporting senior executives in similar roles or equivalent experience. 
• Able to navigate travel ticketing and booking platforms. 
• Excellent written and verbal communication skills. 
• Highly organized and with an ability to solve scheduling and organizational problems.
• High level of integrity and discretion in managing confidential or sensitive information. 
• Strong interpersonal skills, including a positive outlook and demeanor but with confidence to communicate with execs and other EAs to find solutions to problems 
• Comfortable using Microsoft Office Outlook, OneNote, Word, Excel and PowerPoint. 

FLSA Status: Non Exempt