Administrative Assistant, Office of the CEO

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