We are currently recruiting for an Executive Assistant in New York City (Midtown). This is a temporary (possible Temp to Perm) opportunity. Hybrid schedule in-office 3 days and two days remote (with some flexibility on days and support hours based on Executive needs and travel). The Executive Assistant will provide comprehensive administrative and coordination support to the CEO. This role requires exceptional attention to detail, sound judgment, and the ability to manage complex scheduling, communications, and logistics in a fast-paced executive environment. The Executive Assistant works closely with internal leadership and teammates and external stakeholders to ensure the CEO’s time, commitments, and materials are organized, accurate, and executed seamlessly. This role requires a high degree of discretion and professionalism when handling confidential information. $45.00 - $52.00 (Temp Hourly Rate) – Perm side will be approx. 95K – 100K Base
Responsibilities:
- Support the coordination and maintenance of the CEO’s complex and dynamic schedule, working closely with the primary executive assistant, internal leadership, and external contacts to facilitate high-priority meetings and engagements.
- Ensure the CEO has clear visibility into upcoming commitments by maintaining an accurate and well-organized calendar and proactively flagging priorities, conflicts, and required materials in advance.
- Coordinate scheduling adjustments and logistics in real time to ensure meetings and commitments proceed efficiently.
- Maintain systems to track requests, deadlines, and follow-ups related to the CEO’s schedule to ensure timely responses and completion of commitments.
- Maintain the established documents, repositories, and processes currently used to support the CEO.
- Arrange and coordinate all travel for the CEO, including flights, hotel accommodations, car services, and detailed itineraries, ensuring all logistics are confirmed, clearly documented, and aligned with meeting schedules and commitments.
- Prepare and process expense reports accurately and in a timely manner.
- Maintain distribution lists and mailing lists, including key contacts, frequently used by the CEO for both internal and external communications.
- Coordinate the assembly of meeting packages and documents, especially those needed/required for external engagements.
Qualifications:
- Bachelor’s degree required and demonstrated corporate experience supporting senior executives.
- Exceptional written and verbal communication skills, with the ability to draft and manage professional correspondence with internal and external stakeholders.
- Strong judgment and adaptability, with the ability to respond effectively as priorities evolve.
- Ability to anticipate the needs of multiple stakeholders and coordinate effectively across teams while maintaining alignment with executive priorities.
- High degree of professionalism and organizational awareness, with the ability to navigate internal processes, leadership dynamics, and sensitive situations with discretion.
- Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously while maintaining accuracy.
- Proficiency in Microsoft Office, including Excel (data manipulation and reporting) and PowerPoint (editing and formatting executive presentations within corporate templates). Experience with Microsoft Dynamics or similar systems is a plus.
- Demonstrated ability to handle confidential and sensitive information with the highest level of discretion.
- Ability to work effectively with standard office technology and participate in both in-person and virtual meetings and events.
No sponsorship. Must be a US citizen or green card holder / permanent resident. Local candidates only. Must be in a commutable range to NYC (Midtown). Hybrid schedule. $45.00 - $52.00 (Temp Hourly Rate) – Perm side will be approx. 95K – 100K Base. To apply email resume to petrina@bellwetherstaffing.com