Job Description

Job Summary:

The Executive Assistant - CEO Office - plays a critical role in ensuring the smooth operation of the CEO’s office. This position requires a highly organized, proactive, and discreet professional who can manage complex scheduling, coordinate travel, facilitate communication, and support interactions with the Board of Directors and Executive Committee (EC) team. The EA will act as a strategic partner to the CEO, ensuring efficiency and effectiveness in daily operations.

Key Responsibilities:

• Manage and prioritize the CEO’s calendar, ensuring optimal time management.
• Schedule internal and external meetings, including those with the Board of Directors and EC team.
• Work with onshore and offshore teams to prepare and coordinate agendas, materials, and follow-ups for key meetings.
• Coordinate logistics for conferences, speaking engagements, and corporate events.
• Arrange domestic and international travel, including flights, accommodations, and itineraries.
• Ensure seamless travel experiences by managing visas, transportation, and meeting schedules.
• Prepare travel expense reports and reconcile reimbursements.
• Serve as the primary point of contact for the CEO in the NYC Office for all local administrative support
• Draft and review correspondence, presentations, and reports.
• Ensure timely responses to stakeholders, maintaining professionalism and confidentiality.
• Liaise with internal teams, clients, and external partners on behalf of the CEO.
• Coordinate Board meetings, including scheduling, agenda preparation, and minutes documentation.
• Maintain governance documents and ensure compliance with corporate policies.
• Facilitate communication between the CEO and Board members.
• Work closely with the EC team to align priorities and streamline operations.
• Assist in organizing leadership retreats, strategy sessions, and corporate events.

Qualifications:

• Minimum of 10 years of experience supporting C-Level Executives.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Expert level written and verbal communication skills
• Experience monitoring and managing executive mailbox.
• Event planning and coordination experience.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be effective independently

Skills:

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Oracle, ERP systems, and Concur.
• Familiarity with social media i.e. LinkedIn, X (Formally Twitter)

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