Confidential is hiring: Executive Assistant in New York

Job Title: Executive Assistant to the CEO

Location: New York

Reports to: Chief Executive Officer

Workplace type: In office *this position will be required to be office 4-5 days a week*

About Us:

We are a dynamic and fast-paced public relations/marketing firm that specializes in delivering strategic communication solutions to a diverse range of clients. We thrive on creativity, collaboration, and a results-driven approach. As we continue to grow, we are seeking a proactive and detail-oriented Executive Assistant to provide high-level support to our CEO.

Position Overview:

The Executive Assistant will play a critical role in ensuring the CEO’s day-to-day operations run smoothly. This position requires exceptional organizational skills, the ability to handle multiple priorities in a fast-paced environment, and a high degree of discretion. The successful candidate will be a resourceful problem solver, a skilled communicator, and an adept multitasker who thrives in a dynamic workplace.

Key Responsibilities:

• Manage and maintain the CEO’s complex calendar, including scheduling and coordinating meetings, appointments, and events.
• Anticipate and address scheduling conflicts proactively.
• Organize domestic and international travel, including flights, accommodations, transportation, and itineraries.
• Ensure travel plans align with the CEO's schedule and preferences.
• Plan, schedule, and organize internal and external meetings, including preparing agendas and materials.
• Take and distribute meeting notes when needed.
• Process and track expense reimbursements and manage the CEO’s expense reports.
• Ensure timely and accurate submissions.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Support the development of presentations, reports, and other executive-level materials.
• Assist with additional projects and research as assigned.
• Coordinate logistics for corporate events, team meetings, and other company gatherings.
• Collaborate with other Executive Assistants to provide backup support when needed.
• Contribute to team initiatives and ensure seamless operations.
• Manage personal errands and tasks for the CEO as required.

Qualifications & Requirements:

• Bachelor’s degree is required
• Minimum of 4 years of experience in an executive assistant role, preferably supporting C-suite executives, Founder or CEO

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Outlook calendar experience is a must
• Strong organizational, time-management, and problem-solving skills.
• Exceptional verbal and written communication abilities.
• High level of attention to detail and accuracy.

Personal Attributes:

• Demonstrated ability to handle multiple tasks and priorities in a fast-paced environment.
• Unwavering professionalism, discretion, and confidentiality.
• Proactive and resourceful with a "can-do" attitude.
• Flexibility to adapt to changing needs and priorities.
• Ability to work with multiple personalities.

Additional Requirements:

• Availability to work outside standard business hours as needed.

What We Offer:

• Competitive salary and benefits package.
• A collaborative and innovative company culture.