Administrative Assistant

Location: New York, NY

Duration: 10 months

Job Summary: The Administrative Assistant will provide high-level onsite administrative support within a dynamic and collaborative executive office environment. This individual will work as an integral member of a broader administrative and operations team, contributing to the seamless delivery of support services across the office. The ideal candidate is not only organized and proactive but is also a genuine team player who takes pride in building strong working relationships, showing up for colleagues, and creating a positive and professional office culture. This individual will manage a broad variety of executive administrative tasks, help ensure the smooth running of daily operations, and function as a key liaison across internal and external partners.

Key Responsibilities & Duties: Provide proactive, comprehensive calendar management for senior leadership, including complex scheduling across multiple time zones, coordinating internal and external meetings, and anticipating scheduling conflicts before they arise. Prepare, format, and distribute materials, agendas, and presentations for executive meetings, ensuring a clear understanding of expectations and deliverables at all times. Manage expense report preparation, submission, tracking, and reimbursement on behalf of senior leadership, supporting cost management and assisting with budget tracking as needed. Arrange and oversee detailed domestic and international travel itineraries, including transportation, accommodations, and meeting logistics, handling last-minute changes with composure and accuracy. Serve as a primary contact for facilities-related requests such as maintenance, cleaning, and HVAC coordination, and liaise with building management, office services, and IT on behalf of the executive team. Assist with workspace planning and daily office operations to ensure a productive and well-functioning environment. Oversee executive event logistics, including leadership offsites, client meetings, internal culture events, and special projects from planning through execution. Work in close partnership with the receptionist team and other administrative staff to ensure cohesive, high-quality support across the office, stepping in where needed and fostering a collaborative and collegial work environment. Actively engage with colleagues across the office, building trusted relationships and serving as a reliable, approachable, and visible presence within the team. Collaborate closely with administrative colleagues supporting other senior leaders across the organization, handling cross-team requests and sharing best practices to ensure seamless support across the office. Exercise the highest level of discretion and confidentiality in all aspects of the role, with a demonstrated ability to listen, interpret, and quickly act on the needs and concerns of senior leadership. Act as backup support for fellow executive assistants as needed, stepping in seamlessly to maintain continuity of support. Take on additional duties and projects as assigned by leadership, approaching all responsibilities with an ownership mindset.

Required Qualifications: A minimum of 2 to 5 years of professional experience in an administrative or executive support role, preferably supporting senior or C-suite level leadership, with demonstrated progression of responsibility over time. High school diploma or equivalent required; bachelor's degree preferred. Proven ability to work onsite in a professional office environment with reliability and consistency.