Executive Assistant

Description

Position Title: Executive Assistant - Foundational Business Technology

Location: New York, USA

Hybrid schedule

Tuesday – Thursday Onsite

Monday/Friday Remote

Duration: Initial 3-month contract (could be longer or shorter)

Working Hours: Standard office hours (9 AM – 5 PM)

Location: Hybrid – 3 days per week onsite

Role Overview:

• The Executive Assistant will provide high-level support to three technology value stream leaders within client's Foundational Business Technology group.
• This role is both strategic and tactical, serving as the operational backbone for the leaders and their extended teams.
• The successful candidate will coordinate complex schedules, oversee team rhythms and communications, and manage department-level planning with excellence.
• This individual will handle sensitive information with discretion, foster cross-functional relationships, and play an integral role in the execution of key business and administrative priorities.

Key Responsibilities:

Executive & Calendar Support

• Manage complex, shifting calendars for three Technology Value Stream Leaders, ensuring seamless coordination and prioritization.
• Serve as the primary point of contact for scheduling and meeting logistics, proactively resolving conflicts and enabling focus time.

Meeting & Communication Management

• Prepare meeting agendas, coordinate logistics, manage technology (Zoom, Teams, etc.), and track follow-ups.
• Support leadership communications, including drafting talking points, internal updates, and presentations.
• Lead planning and logistics for team-wide meetings, business reviews, and offsites.

Operational & Team Support

• Coordinate across multiple teams for event planning and regular operating cadences (weekly, monthly, quarterly).
• Track objectives, milestones, and deliverables for team operating priorities.
• Prepare polished memos, decks, and reports using MS Office (Word, PowerPoint, Excel).

Travel, Expenses & Finance Coordination

• Manage travel planning and coordinate all logistical needs.
• Process and reconcile expenses, invoices, and purchase orders in a timely, accurate manner.

Job Description & Responsibilities

• Administrative support for department executives and VIP stakeholders
• Will be supporting up to 3 VPs
• Calendar management
• Meeting coordination
• Correspondence handling
• Document preparation
• Expense reporting
• Data entry and reporting
• Ad hoc administrative tasks

Qualifications

• Ideally 8 – 10 years’ Administrative Assistant experience
• Must include a minimum of 5 years’ experience supporting Senior / Executive Leadership. Required.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)
• Experience managing multiple calendars and scheduling meetings
• Ability to work hybrid schedule (on-site and remote as needed)
• Lack of experience supporting executive-level leadership
• Inability to handle sensitive/confidential information