Job Description

Position Summary:

We are seeking an exceptional Executive Assistant to support five members of our client's Executive Leadership Team at their corporate office in New York City. This is a critical, hands-on role for someone who considers no task too small or too big and who operates with the utmost discretion.

This is a temporary position starting ASAP for an initial 3-month duration, with a strong potential to extend and/or convert to a permanent role based on performance and the client's business needs. This is a fantastic opportunity to make an immediate impact and grow with their team.

Your Impact & Responsibilities:

As the organizational backbone of the executive team, you will:

• Provide High-Touch Executive Support:
• Masterfully manage and coordinate complex calendars, travel arrangements, and detailed itineraries for up to five executives.
• Handle all aspects of meeting logistics, from scheduling and Zoom setup to greeting visitors, preparing meeting rooms, and ensuring remote capabilities are flawless.
• Process and manage executive expense reports and coordinate payments with precision.
• Serve as a trusted partner, handling highly confidential information and communications with total discretion.
• Manage End-to-End Office Operations:
• Act as the primary point of contact for the NYC office, managing shared calendars, coordinating seating charts, and ordering all office and kitchen supplies.
• Oversee all incoming and outgoing mail and deliveries (USPS, FedEx, UPS, messenger), including scanning, digitizing, and distributing sensitive documents (bank statements, legal, HR mail) according to established protocols.
• Be the "go-to" person for the team, assisting with document printing, file retrieval, and preparation of legal documents for signature.
• Coordinate team lunches, catering for meetings, and office-wide events like holiday gifting and birthday celebrations.
• Run essential local errands as needed (bank, post office, etc.).
• Drive Process & Provide Team Support:
• Proactively identify and implement new organizational systems and processes to improve office efficiency.
• Provide backup support for other administrative team members to ensure seamless coverage.
• Assist with special projects as they arise, including backing up the daily wire process and assisting with bill payments.
• Support executives and family members with related administrative tasks as needed.

What You Bring to the Table:

• Proven Experience: A background as an Executive Assistant, Personal Assistant, or Office Manager, ideally supporting multiple high-level leaders in a fast-paced environment.
• Unflappable Organization: Mastery of time management, detail, and multitasking. You can prioritize a heavy workload and switch gears seamlessly.
• Ultimate Discretion: Proven experience handling highly confidential financial, legal, and personal information with poise and integrity. (Experience in a family office or similar high-touch environment is a strong plus).
• Proactive & "No Task Too Small" Mindset: A self-starter who anticipates needs before they arise. You're willing to roll up your sleeves to get the job done, from booking international travel to ordering paper.
• Tech-Savvy: Proficiency with Microsoft Office Suite, video conferencing (Zoom), and expense reporting systems.
• Excellent Communicator: Strong written and verbal communication skills and a professional, welcoming demeanor.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned.

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