Executive Assistant

ABOUT ORCHESTRA

Orchestra is a strategic communications and marketing company built for today's complex and fragmented world. From decoding audiences to designing bold strategies, Orchestra integrates people, platforms, and stories that stick to help clients build lasting influence. The company offers programs that span from the highest level strategic business counsel through to tactical execution. Orchestra brings together 700 people with experience across consumer and lifestyle, technology, nonprofit and philanthropy, real estate, sports, travel, hospitality, and more. Made up of leading firms BerlinRosen, Civitas Public Affairs Group, Derris, Glen Echo Group, Inkhouse, M18, Message Lab, Onward and Small Girls PR. It also launched Brightmode, a talent acquisition firm for communications professionals, and Versus Media Group, a strategy-first political media team. Learn more at www.orchestraco.com.

People of all backgrounds and abilities are strongly encouraged to apply. Orchestra is committed to building and maintaining a diverse staff, and recognizes that its continued success depends on hiring and retaining high-quality creative professionals with a variety of backgrounds and experiences. Opportunities for advancement exist, and we are committed to helping all staff develop and grow.

ABOUT THIS ROLE

The Executive Assistant provides high-level administrative and operational support to senior leadership, helping ensure the smooth day-to-day functioning of leadership schedules, meetings, travel, and office operations.

This role is responsible for managing complex calendars, coordinating travel and logistics, and facilitating communication across internal teams and external stakeholders. The ideal candidate exercises sound judgment, maintains a high level of discretion, and anticipates needs while navigating competing priorities in a fast-paced environment.

This is an opportunity for a highly organized, proactive, and dependable professional who takes pride in creating structure, solving problems, and enabling senior leaders to operate effectively.

Role location: This position is based in our New York, NY office on a hybrid basis, with an expectation of being in the office at least three days per week.

ACCOUNTABILITIES AND QUALIFICATIONS

• Manage complex calendars and scheduling across multiple senior leaders, stakeholders, and time zones, ensuring alignment with priorities and commitments.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and adjustments as plans evolve.
• Prepare leaders for meetings by confirming schedules, logistics, materials, and timing.
• Facilitate communication and coordination between leadership, internal teams, and external stakeholders.
• Manage expense reporting, reimbursements, and related administrative processes accurately and efficiently.
• Coordinate logistics for internal meetings, events, and leadership engagements.
• Maintain organized and up-to-date calendars, documents, and administrative systems.
• Collaborate with colleagues and administrative support partners to ensure effective coordination, consistency, and coverage.
• Support day-to-day office operations, including supplies, meeting room preparation, vendor coordination, and general office organization.
• Identify opportunities to improve administrative processes and proactively address operational needs.
• Perform other duties as required and/or assigned.

ESSENTIAL SKILLS  

• 5–10 years of experience in an executive assistant or comparable administrative support role, ideally supporting senior leaders in a fast-paced professional environment.
• Demonstrated experience managing complex calendars, coordinating travel, and balancing competing priorities.
• Exceptional organizational skills and strong attention to detail.
• Excellent written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels.
• Strong judgment, problem-solving skills, and the ability to anticipate needs and take initiative.
• A high level of discretion and professionalism when handling confidential and sensitive information.
• Proficiency in Microsoft Office and Google Workspace, including calendar management and related productivity tools.
• A proactive, solutions-oriented approach and the ability to remain composed in a dynamic environment.
• Ability to work independently while collaborating effectively with a broader team.
• Bachelor’s degree preferred.

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Orchestra is the first communications company built for today’s media landscape. Since 2022, it’s acquired nine firms, including: BerlinRosen, Civitas Public Affairs Group, Derris, Glen Echo Group, Inkhouse, M18, Message Lab, Onward and Small Girls PR. It also launched Brightmode, a talent acquisition firm for communication professionals. Learn more at: www.orchestraco.com.

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