Executive Assistant

A leading public relations and strategic communications firm is seeking an organized and effective Executive Assistant in our New York office to support a senior executive and his office, providing a wide range of professional and personal support. This individual will enjoy working in a fast-paced, collaborative, and creative environment with the desire to grow within the firm. The Executive Assistant should have experience with executive scheduling, be detailed and solution-oriented, self-motivated, and possess excellent communication and organizational skills, as well as a strong desire to learn the business.

Roles & Responsibilities:

Scheduling

• Manage all aspects of scheduling for the executive and oversee proper system to prioritize appointments, calls, and meetings.
• Manage executive communications, which includes maintaining an extensive and up-to-date phone sheet; hosting and connecting calls with the executive; taking notes on calls and distributing to appropriate company members; monitoring inbox and directing email inquiries accordingly; fielding and directing incoming calls and taking thorough messages.
• Invite participants to include in meetings; prepare background research and materials for meetings, and select meeting locations.
• Ensure proper follow-up for new business, client, internal, and other calls/meetings.
• Handle all domestic and international travel arrangements for the executive and his family.

Organization and Materials

• Maintain detailed task lists and daily schedules.
• Compose first drafts of emails and other correspondence on behalf of the executive.
• Assist with researching, writing/editing, organizing, and maintaining new business and client materials and other go-to documents.
• Handle miscellaneous tasks for the executive and his family when needed.

Qualifications:

• 1-2 years supporting C-level executive, ideally at a public relations agency or entertainment/media-adjacent company
• Exceptional interpersonal, managerial, verbal, and written communications skills
• Ability to remain solution-oriented, flexible, proactive, resourceful, and efficient while anticipating and addressing the executive’s needs
• Professional demeanor and a high level of discretion
• Strong work ethic and availability after hours as needed
• Proficient with Microsoft Office; experience with project management apps/software a plus

Benefits

• Comprehensive health and dental insurance
• 401(k) with company match
• Generous paid time off (PTO)
• Dog-friendly office environment