Executive Assistant

This is a Full Time Job

Job Title: Executive Assistant

Location: New York, NY

Start Date: ASAP

Learn more: https://www.whalar.com/

About the role:

We are looking for an Executive Assistant, New Business to be the right hand of our CEO and keep our New York office running smoothly. Reporting to our Chief of Staff, you'll own our CEO's calendar, travel and day-to-day priorities, staying a step ahead so things are handled before anyone has to ask. You'll also run our Wall Street office, making it a welcoming place for our team, clients and guests, and give hands-on support to our Chief of Staff, our client business team and other stakeholders across the business.

Here’s what you’ll do day-to-day:
• Own our CEO's complex, high-volume calendar, balancing competing priorities and sharing a weekly look-ahead so nothing catches them off guard.
• Plan travel for our CEO as soon as commitments are confirmed, laying out options and managing itineraries and logistics, including some personal and family travel arrangements and errands.
• Manage every client and guest visit from start to finish: registering guests with the building, welcoming them in the lobby and making sure meeting rooms are set up and ready.
• Run daily reception, making a great first impression on clients, guests and partners.
• Act as office manager for our Wall Street office: keep it well stocked and welcoming, coordinate vendors and catering, and organize team breakfasts, lunches and happy hours.
• Support our Chief of Staff, client business team and other senior stakeholders as needed, from office and team logistics to client setup, room bookings and expense reports. Occasionally support travel needs.
• Secure high-priority restaurant reservations and coordinate client dinners and event hospitality.
• Research upcoming meeting participants and key stakeholders on LinkedIn, and build structured attendee lookbooks ahead of external meetings and events.
• On occasion help prepare for Creator panels hosted by our leaders, including drafting questions that play to each Creator's strengths.

Here’s what we’re looking for:
• Significant experience supporting a C-suite executive, including managing a complex calendar and travel.
• A proactive, anticipatory approach: you spot what's needed and handle it before you're asked, and you only need to be shown something once.
• Calm, sound judgment under pressure, with experience in fast-paced, high-stakes environments such as consulting, finance, tech or agencies.
• Experience running an office or front of house, with a hospitality-oriented mindset and confidence as the first point of contact for clients, guests and senior stakeholders.
• Strong organizational skills and the ability to juggle shifting priorities across several people without losing track of details.
• High discretion and sound judgment when handling confidential business information and personal or family details.
• Confidence with digital research, especially LinkedIn, and with turning what you find into clear, well-organized materials.
• Clear, professional written and verbal communication.

This role is based in our Wall Street, NY office, where you'll work on-site four days a week, Monday through Thursday. Being in the room with our leadership team is at the heart of this role, and you'll have the flexibility to work from home when our leaders are traveling or calendar demands allow.