Executive Assistant

Executive Assistant

We are looking for a proactive and energetic Executive Assistant who thrives in a fast-paced, dynamic environment. The ideal candidate will have strong executive presence with excellent organizational, interpersonal and communication skills. The ideal candidate will also have demonstrated experience interfacing with all levels of internal and external professionals, managing complex calendars, expense reporting and travel arrangements.

FLSA Status

Exempt

Salary Range

$70,000-$85,000

Reports To

EVP and VP

Direct Reports

None

Location

Hybrid in Los Angeles or New York

Travel

None

Work Type

Regular

Schedule

Full Time

Position Description:

Executive & Administrative Support

• Interact with executives, executive assistants, and other professionals within client organizations.
• Acts as a liaison with other parts of the firm and outside clients, firms, and agencies, including high-level staff such as CEOs, presidents, senior vice presidents, and chiefs. Handle confidential and non-routine information and explain policies when necessary.
• Manage calendars and schedule complex appointments and meetings for executives and their teams.
• Coordinate the logistics of all travel arrangements for executives, as assigned.
• Process and reconcile EVP and VP monthly expense reports accurately and timely.
• Prepare agendas, presentations, and meeting materials, capture meeting minutes and track action items.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, proposals, speeches, PowerPoint presentations, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Maintain confidentiality of records, including private health information.
• Answer telephone calls, route calls, and take messages as necessary.
• Provide excellent customer service and support to both internal and external clients.
• Take initiative to ensure tasks and projects are completed in an efficient and timely manner.

Project Management & Finance Support

• Assist with planning, tracking, and monitoring projects to ensure timely delivery and alignment with organizational goals.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Support project leads with timelines, milestones, deliverables, and project documentation.
• Generate project updates, reports, and dashboards for leadership.
• Compile, format, and review financial data for accuracy, support expense tracking, invoice processing, and budget monitoring.
• Maintain organized financial and project documentation; assist with audits and compliance requirements.

Office & Operations Support

• Ensure proper function and regular maintenance of all office equipment (copiers, printers, AV equipment, etc.).
• Coordinate repair of equipment and assist with reinstalling computers and related equipment (monitors, modems, cables, phones, fax machines, etc.).
• Maintain meeting room bookings and handle required set-ups for meetings.

Leadership & Professional Development

• Develop new ideas and take a leadership role on initiatives that enhance productivity, improve efficiency, or create new business opportunities.
• Support and collaborate with team members on projects and innovations.
• Attend professional networking events as a representative of the organization.
• Carry out other duties, tasks, and <