Executive Assistant Job at Orchestra in New York

ABOUT ORCHESTRA Orchestra is the first communications company built for the new media landscape. Since early 2022, it has grown into a network of eight strategic communications and marketing agencies including BerlinRosen, Civitas, Derris, Glen Echo Group, Inkhouse, M18, Message Lab, Onward, Small Girls PR, and Brightmode, with more than 600 storytellers and strategists from 12 cities across North America and Europe. The network of leading agency partners works with companies, organizations and business leaders across high-growth industries including consumer, climate and sustainability, education, healthcare, real estate and technology. From leading technological innovators, to brand-builders and cause champions, we work with our clients and offer unparalleled expertise on how to craft a story-first, audience-focused approach to solve their most pressing challenges. People of color, people with disabilities and women 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 We are seeking a highly organized and proactive Executive Assistant to the Office of the CEO to support the office of Orchestra's CEO. This role combines executive administrative support with strategic project management, ensuring the CEO's time is optimized and administrative tasks are handled efficiently. This person will be responsible for managing scheduling, travel arrangements, meeting logistics and providing general administrative and project support. They will also lead select projects, and provide administrative and logistical support for select firm initiatives. This role reports to the Chief of Staff and will work in close partnership with them. The ideal candidate is someone who works well with a team and also independently; has exemplary organizational skills with excellent attention to detail, the ability to multi-task and respond to rapidly changing priorities; and has superior interpersonal skills, high self-awareness and sound judgment. They thrive in a fast-paced environment and work well with tight deadlines; some evening and weekend work is required. Role location: This role is based in our New York, N.Y.office in-person four to five days per week. ACCOUNTABILITIES AND QUALIFICATIONS As an Executive Assistant, you will... Provide high level administrative and operational support Proactively manage the CEO's calendar, prioritizing and scheduling meetings, ensuring alignment with strategic priorities, and making adjustments as needed. Handle administrative tasks, including travel arrangements, expense reporting, etc. Facilitate in-person meetings, including guest and meal logistics Collaborate closely with the Chief of Staff on key project management, ensuring deadlines are met and deliverables are tracked Anticipate, respond to and prepare for upcoming high priority meetings and events including preparing meeting materials in coordination with Chief of Staff and taking notes on occasion Work cross-functionally with existing teams to implement and improve processes that enhance overall effectiveness and prioritization, particularly as it relates to clients and new business Assist with preparation and organization of meeting agendas Promote a positive organizational culture, setting an example for others by modeling a collaborative, communicative working style Contribute your problem-solving skills and idea generation to figure out smart ways to move projects forward and build sustainable systems Maintain a high level of confidentiality and detail orientation to support the completion of each special project with fidelity Essential skills: 3-5+ years of experience providing effective support to a principal and office coordination in a fast-paced, entrepreneurial setting Ability to practice discretion and maintain confidentiality Comfortable handling a heavy amount of "intake," quickly and effectively sorting out and triaging tasks Ability to plan ahead and anticipate needs Skilled at creating and establishing processes Team-orientation and collaboration skills Effective at building and maintaining relationships, and managing up, down and laterally Excellent verbal and written communication skills Appetite for growth and personal development, capable of seeking out direct feedback Note: Interested in this role but it's not quite the right match? Applicants who meet some but not all or exceed the above criteria are still encouraged to apply! We are eager to speak with candidates with diverse backgrounds and can assess role leveling on an individual basis. WORKING AT ORCHESTRA Compensation philosophy: We offer competitive industry rates with the goal of retaining and growing talented individuals. We regularly review and adjust our compensation structure as needed to ensure equity across teams and levels. Salary range (commensurate with experience and skills):$80,000-$110,000 Benefits: Medical, dental, and vision insurance for employees and dependents Pre-tax Health Savings Account Savings Plan (HSA-SP) or Flexible Spending Account (FSA) 401K with a 4% employer match and no vesting period Generous paid time off (PTO) 20 vacation days, 10 wellness days, 1 day for your birthday, collective PTO between Christmas and New Year's Day, plus 11 holidays Pre-tax commuter benefits Mobile phone reimbursement for data and minutes Employer-funded life insurance Discounted annual bikeshare membership Corporate discounts through Tickets at Work 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 your communication professionals. Learn more at: www.orchestraco.com. To ensure that applicants are matched with the job that best suits their qualifications and interests, information that you submit may be shared with our network agencies. By providing your information, you are consenting to allow us and our subsidiaries to keep your information on file and to contact you regarding job opportunities, recruitment events and other related updates.