Executive Assistant

3 weeks ago

New York, United States The Vertex Companies Full time

Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our C-Suite executives and act as office manager for our NYC office. This role is critical to ensuring the efficiency and effectiveness of our leadership team.

Position Summary :
As the Executive Assistant , you will provide high-level administrative support to multiple members of our Executive team and act as the Office Manager for our NYC office. You will be responsible for calendar management, travel arrangements, meeting coordination, and special projects. This position requires a seasoned professional who can handle confidential information with discretion, communicate effectively across multiple levels of the organization, and maintain a poised and professional demeanor under pressure.

Key Responsibilities :

Calendar Management : Manage complex and dynamic schedules for multiple C-suite executives, prioritizing and organizing appointments, meetings, and events. Travel Coordination : Arrange domestic and international travel itineraries, including but not limited to flights, accommodations, ground transportation, and detailed travel agendas. Meeting Coordination : Organize internal and external meetings, including board meetings, client calls, and team sessions. Prepare agendas, materials, and follow-up actions as needed. Communication Liaison : Act as the point of contact between executives and internal/external stakeholders, ensuring clear and timely communication. Document Preparation : Draft, edit, and proofread documents, presentations, and reports for executive team review. Ensure all materials are accurate and delivered on time. Expense Management : Process and reconcile expense reports in accordance with company policies and procedures. Project Support : Assist with ad hoc projects, research, and tasks as assigned by C-suite executives. Confidentiality : Maintain the utmost discretion and confidentiality in handling sensitive information. Office Management : Act as Office Manager for our NYC office to ensure smooth office operations and address any administrative needs.

Qualifications

Bachelor’s degree preferred or equivalent experience. Minimum 5-7 years of experience as an executive assistant or in a similar administrative role supporting multiple C-level executives, preferably in a professional services or consulting environment. Prior experience acting as an office manager desired. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools. Familiarity with travel and expense management software is a plus. Exceptional verbal and written communication skills, with the ability to interact professionally at all levels. Strong organizational and multitasking abilities, with a keen attention to detail and the ability to manage competing priorities. Strong sense of urgency and meticulous attention to detail. Resourceful and proactive in solving problems, anticipating the needs of executives, and making recommendations for improvements. Impeccable professionalism, with the ability to work under pressure in a fast-paced environment and maintain a positive and helpful attitude. Ability to handle last-minute changes and adjust plans accordingly while keeping executives informed.

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