Administrative Assistant

Job Title: Administrative Assistant

Locations: New York NY

Duration: 12 Months

Job Summary

The Administrative Assistant will provide high-level onsite administrative support within a dynamic and collaborative executive office environment. This individual will work as an integral member of a broader administrative and operations team, contributing to the seamless delivery of support services across the office. The ideal candidate is not only organized and proactive but is also a genuine team player who takes pride in building strong working relationships, showing up for colleagues, and creating a positive and professional office culture. This individual will manage a broad variety of executive administrative tasks, help ensure the smooth running of daily operations, and function as a key liaison across internal and external partners.

Key Responsibilities & Duties

• Provide proactive, comprehensive calendar management for senior leadership, including complex scheduling across multiple time zones, coordinating internal and external meetings, and anticipating scheduling conflicts before they arise.
• Prepare, format, and distribute materials, agendas, and presentations for executive meetings, ensuring a clear understanding of expectations and deliverables at all times.
• Manage expense report preparation, submission, tracking, and reimbursement on behalf of senior leadership, supporting cost management and assisting with budget tracking as needed.
• Arrange and oversee detailed domestic and international travel itineraries, including transportation, accommodations, and meeting logistics, handling last-minute changes with composure and accuracy.
• Serve as a primary contact for facilities-related requests such as maintenance, cleaning, and HVAC coordination, and liaise with building management, office services, and IT on behalf of the executive team.
• Assist with workspace planning and daily office operations to ensure a productive and well-functioning environment.
• Oversee executive event logistics, including leadership offsites, client meetings, internal culture events, and special projects from planning through execution.
• Work in close partnership with the receptionist team and other administrative staff to ensure cohesive, high-quality support across the office, stepping in where needed and fostering a collaborative and collegial work environment.
• Actively engage with colleagues across the office, building trusted relationships and serving as a reliable, approachable, and visible presence within the team.
• Collaborate closely with administrative colleagues supporting other senior leaders across the organization, handling cross-team requests and sharing best practices to ensure seamless support across the office.
• Exercise the highest level of discretion and confidentiality in all aspects of the role, with a demonstrated ability to listen, interpret, and quickly act on the needs and concerns of senior leadership.
• Act as backup support for fellow executive assistants as needed, stepping in seamlessly to maintain continuity of support.
• Take on additional duties and projects as assigned by leadership, approaching all responsibilities with an ownership mindset.

Required Qualifications

• A minimum of 2 to 5 years of professional experience in an administrative or executive support role, preferably supporting senior or C-suite level leadership, with demonstrated progression of responsibility over time.
• High school diploma or equivalent required; bachelor's degree preferred.
• Proven ability to work onsite in a professional office environment with reliability and consistency.

Preferred Qualifications

• Advanced proficiency with Microsoft Office including Outlook, Word, Excel, and PowerPoint, with the ability to quickly learn additional business applications and internal systems.
• Superior oral and written communication skills, with a strong attention to detail and the ability to produce clear, polished, and professional correspondence.
• Demonstrated organizational, project management, and multitasking skills with the ability to effectively prioritize competing and time-sensitive requests without losing accuracy or composure.
• Exceptional professionalism, reliability, and a positive, solutions-oriented attitude with an ownership mindset and willingness to take full responsibility for outcomes.
• A genuine team-oriented mindset with a natural ability to build relationships across all levels of the organization and contribute positively to office culture.
• Comfortable interacting with and supporting various senior leaders both internally and externally, with the poise and confidence to represent leadership well in all interactions.
• Ability to handle confidential and sensitive information with the utmost discretion and integrity at all times.
• Willingness and flexibility to work overtime and respond to urgent requests outside of standard business hours as needed.
• Experience supporting multiple executives or working within a broader administrative team in a large, matrixed organization is a plus.