Executive Assistant

This is a Full Time Job

DESCRIPTION:

An organized and effective Executive Assistant in our New York office to support a senior executive and his office, providing a wide range of professional and personal support. This individual will enjoy working in a fast-paced, collaborative, and creative environment with the desire to grow within the firm. The Executive Assistant should have experience with executive scheduling, be detailed and solution-oriented, self-motivated, and possess excellent communication and organizational skills, as well as a strong desire to learn the business.

Roles & Responsibilities:

Scheduling
• Manage all aspects of scheduling for the executive and oversee proper system to prioritize appointments, calls, meetings.
• Manage executive communications which includes:
• maintaining an extensive and up to date phone sheet;
• hosting and connecting calls with the executive;
• taking notes on calls and distributing to appropriate company members;
• monitoring inbox and directing email inquiries accordingly;
• fielding and directing incoming calls and taking thorough messages.
• Invite participants to include in meetings; prepare background research and materials for meetings, and select meeting locations.
• Ensure proper follow up for new business, client, internal, and other calls/meetings.
• Handle all domestic and international travel arrangements for executive and his family.

Organization and Materials
• Maintain detailed task lists and daily schedules.
• Compose first drafts of emails and other correspondence on behalf of the executive.
• Assist with researching, writing/editing, organizing, and maintaining new business and client materials and other go-to documents.
• Handle miscellaneous tasks for executive and his family when needed.

Qualifications:
• 1-2 years supporting C-level executive, ideally at a public relations agency or entertainment/media-adjacent company.
• Exceptional interpersonal, managerial, and verbal and written communications skills.
• Ability to remain solution-oriented, flexible, proactive, resourceful, and efficient while anticipating and addressing the executive's needs.
• Professional demeanor and high level of discretion.
• Strong work ethic and availability after hours as needed.
• Proficient with Microsoft Office; experience with project management apps/software a plus.