Administrative Assistant, Office of the CEO

This is a Full Time Job

Hiltzik Strategies is seeking an organized and effective Administrative Assistant in our New York office to support the CEO 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 Administrative 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 CEO and oversee proper system to prioritize appointments, calls, meetings
• Manage CEO communications which includes: Maintaining an extensive and up to date phone sheet; Hosting/ connecting calls with CEO; 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 CEO 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 CEO
• Assist with researching, writing/editing, organizing, and maintaining new business and client materials and other go-to documents
• Help manage company award submissions and social media
• Handle miscellaneous tasks for CEO and his family when needed

Qualifications:
• 1-2 years supporting C-level executive(s), 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 CEO'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