Senior Executive Assistant to C-Level Executives

WORK OPTION: 4 days/week in the New York office

The NBA is committed to providing a safe and healthy workplace.  To safeguard our employees and their families, our visitors, and the broader community from COVID-19, and in consideration of recommendations from health authorities and the NBA’s own advisors, any individual working onsite in our New York and New Jersey offices must be fully vaccinated against COVID-19. The NBA will discuss accommodations for individuals who cannot be vaccinated due to a medical reason or sincerely held religious belief, practice, or observance.

Position Summary
The NBA is hiring multiple Senior Executive Assistants to support C-Level leaders in our Marketing and Communications Divisions. These Senior Executive Assistants will perform a wide variety of administrative activities, while simultaneously obtaining first-hand exposure to the business of the NBA and how we collaborate with different sponsorship and media partners.

The Senior Executive Assistant ensures all matters are handled in a timely and professional manner, along with being resourceful in a fast-paced environment. They will, also, support staff members from their respective departments in accomplishing projects and tasks that impact daily operations. This individual will be a trusted agent and handle sensitive and confidential information. The Senior Executive Assistant will interact with employees at all levels of the organization, as well as external contacts and will be asked to make decisions on a regular basis with minimal guidance and supervision. 
 
The work of this role is performed primarily in-person as it relates to engagement with internal and external stakeholders.  This role travels between 0-15% of the year, depending upon priorities.

Major Responsibilities
Provide administrative support to C-Level Executives, including, but not limited to:
o    Manage the Executive’s calendar, scheduling of meetings, appointments, and travel itineraries.
o    Prioritize the Executive’s daily schedule to ensure efficiency.
o    Make travel arrangements, including booking flights, accommodations, and transportation, for their Executive and team members as needed.
o    Prepare travel and expense reports and ensure information is complete and accurate.
o    Create and prep confidential correspondence, itineraries, and agendas.
o    Serve as a primary point of contact for internal and external stakeholders, screening and managing emails, phone calls, and other correspondence.
o    Draft, proofread, and edit documents, reports, and presentations.
o    Schedule, prepare materials for, and attend meetings as requested by the Executive.
o    Take meeting minutes, track action items, and follow up on action plan deadlines.
o    Secure conference rooms for meetings and ensure that Audio Visual needs are addressed and prepared prior to meetings and handle catering and hospitality requests for meetings with external guests.
o    Submit guest registration requests, greet, and announce all external meeting attendees and incoming visitors.
o    Manage the guest invitation process for large-scale NBA events and act as the contact for registering staff for events.
o    Provide project support for business initiatives and programs as directed by the Executive.
o    Handle special requests as directed.
 
Provide general support to the Marketing & Communications departments including, but not limited to:
o    Coordinate and manage planned activities and events by ensuring all logistical components are secured such as registrations, reservations, securing equipment/products/event space, travel arrangements, partnerships with other internal and external stakeholders such as the conference and events team, information technology, security, volunteers, etc.
o    Coordinate large department orders for special events and off-sites (supplies, merchandise, catering, etc.)

Required Education/Professional Experience
o    College degree with foundation in Marketing, Communications, Sales, Corporate Partnerships, or Media preferred.
o    8+ years previous experience supporting Executive(s) in a fast-paced, corporate setting.

Required Skills/Knowledge Attributes
o    Able to handle sensitive and confidential information with the highest level of discretion and integrity.
o    Proven experience as an executive assistant in a similar administrative role.
o    Strong interpersonal skills and ability to effectively communicate across all levels of an organization.
o    Exceptional organization and multitasking abilities.
o    Ability to work independently, prioritize tasks, and meet deadlines.
o    Discretion and a high level of confidentiality.
o    Advanced apt