Administrative Assistant (contract postion, C-Suite Admin)

Avalon; New York (NY); Hybrid; USD 110,000 - 160,000; Full time

Job summary

Avalon in New York seeks a Senior Executive Assistant to support a C-Suite leader in a fast-paced, high-visibility environment. Hybrid work model with 2–3 days in the office per week; strong discretion and judgment are essential.

The role coordinates complex calendars across time zones, prepares briefing materials, and liaises with Board members, regulators, clients, and partners. Travel planning, expense management, and polished communications are core responsibilities, driving focus and

Qualifications

• 5+ years of progressively responsible executive support experience, including substantial experience directly supporting a C-Suite executive or equivalent senior enterprise leader.
• Demonstrated success managing a complex executive calendar, high-volume requests, shifting priorities, and sensitive matters in a large corporate environment.
• Exceptional judgment, discretion, integrity, and executive presence, with the ability to handle confidential information and navigate high-stakes situations.
• Strong business acumen and the ability to understand enterprise priorities, recognize dependencies, and anticipate the executive’s needs.
• Excellent written and verbal communication skills, including the ability to draft and refine executive-level correspondence, presentations, and briefing materials.
• Highly organized and detail-oriented, with disciplined follow-through and the ability to manage multiple workstreams without losing sight of deadlines or quality.

Responsibilities

• Strategic calendar and priority management: Own a complex, dynamic calendar across multiple time zones. Evaluate meeting requests, resolve competing priorities, protect focus time, and ensure the executive’s schedule reflects enterprise objectives and critical commitments.
• Executive preparation and follow-through: Prepare daily and weekly briefings, agendas, background materials, talking points, and logistical details. Track decisions, commitments, and follow-up items to help ensure timely completion.
• Executive meeting coordination: Coordinate the C-Suite Executive’s individual meetings and engagements with direct reports, senior leaders, Board members, clients, regulators, and other key stakeholders. Manage scheduling, briefing materials, logistics, and executive-specific follow-up, while partnering with the appropriate team owners on broader leadership meetings, town halls, off-sites, and department-wide events.
• Senior stakeholder coordination: Serve as a professional and trusted liaison for matters involving the C-Suite Executive, including interactions with direct reports, Board members, senior leaders, clients, regulators, vendors, and external partners. Exercise judgment in prioritizing and routing requests and responding on the executive’s behalf when appropriate, without assuming ownership of broader team meeting or event programs.
• Travel and expense management: Plan detailed domestic and international travel, including transportation, lodging, ground transportation, itineraries, meeting logistics, contingency plans, and timely expense reconciliation.
• Communications and materials: Draft, edit, and format executive correspondence, presentations, reports, organizational communications, and other materials. Ensure content is accurate, concise, polished, and appropriate for the audience.
• Confidential information management: Handle sensitive business, personnel, legal, financial, and strategic information with the highest degree of discretion, integrity, and sound judgment.
• Operating rhythm and special projects: Support leadership operating rhythms, key milestones, strategic initiatives, and special projects. Coordinate work across teams, identify gaps or risks, and help drive decisions and deliverables forward.
• Administrative and operational excellence: Maintain organized records, contact lists, approvals, invoices, expenses, and other executive-office processes. Continuously improve workflows and leverage technology to increase efficiency.
• Culture and leadership support: Model professionalism, collaboration, responsiveness, and sound judgment. Build strong relationships across the organization and contribute to a positive, inclusive, and high-performing executive office.

Skills

Executive support

Calendar management

Discretion & judgment

Communications

Business acumen

Organization & multi-tasking

Independent decision making

Stakeholder coordination

Board interactions

Microsoft 365

Education

Bachelor's degree or equivalent

Tools

Microsoft Outlook

Teams

Word

Excel

PowerPoint

SharePoint

OneDrive

Adobe Acrobat

Job description

Hybrid, with an expectation to work in the office approximately 2-3 days per week

This in an ongoing contract role with no set end date.

The Senior Executive Assistant is a trusted partner to a C-Suite Executive and plays a critical role in enabling the executive to operate efficiently, thoughtfully, and with maximum impact. This role requires exceptional judgment, discretion, business acumen, and the ability to anticipate needs in a fast-moving, highly visible environment. The successful candidate will manage complex priorities, serve as a key point of coordination across senior leadership and external stakeholders, and help ensure the executive’s time and attention remain focused on the organization’s most important priorities.

This position goes beyond traditional administrative support. The Senior Executive Assistant will act as an extension of the executive, proactively resolving issues, preparing the executive for key engagements, maintaining close awareness of enterprise priorities, and driving disciplined follow-through on commitments. The role regularly handles confidential, sensitive, and time-critical information and requires polished communication with the Board of Directors, senior executives, employees, clients, regulators, business partners, and other external stakeholders, as applicable.

Key responsibilities

• Strategic calendar and priority management: Own a complex, dynamic calendar across multiple time zones. Evaluate meeting requests, resolve competing priorities, protect focus time, and ensure the executive’s schedule reflects enterprise objectives and critical commitments.
• Executive preparation and follow-through: Prepare daily and weekly briefings, agendas, background materials, talking points, and logistical details. Track decisions, commitments, and follow-up items to help ensure timely completion.
• Executive meeting coordination: Coordinate the C-Suite Executive’s individual meetings and engagements with direct reports, senior leaders, Board members, clients, regulators, and other key stakeholders. Manage scheduling, briefing materials, logistics, and executive-specific follow-up, while partnering with the appropriate team owners on broader leadership meetings, town halls, off-sites, and department-wide events.
• Senior stakeholder coordination: Serve as a professional and trusted liaison for matters involving the C-Suite Executive, including interactions with direct reports, Board members, senior leaders, clients, regulators, vendors, and external partners. Exercise judgment in prioritizing and routing requests and responding on the executive’s behalf when appropriate, without assuming ownership of broader team meeting or event programs.
• Travel and expense management: Plan detailed domestic and international travel, including transportation, lodging, ground transportation, itineraries, meeting logistics, contingency plans, and timely expense reconciliation.
• Communications and materials: Draft, edit, and format executive correspondence, presentations, reports, organizational communications, and other materials. Ensure content is accurate, concise, polished, and appropriate for the audience.
• Confidential information management: Handle sensitive business, personnel, legal, financial, and strategic information with the highest degree of discretion, integrity, and sound judgment.
• Operating rhythm and special projects: Support leadership operating rhythms, key milestones, strategic initiatives, and special projects. Coordinate work across teams, identify gaps or risks, and help drive decisions and deliverables forward.
• Administrative and operational excellence: Maintain organized records, contact lists, approvals, invoices, expenses, and other executive-office processes. Continuously improve workflows and leverage technology to increase efficiency.
• Culture and leadership support: Model professionalism, collaboration, responsiveness, and sound judgment. Build strong relationships across the organization and contribute to a positive, inclusive, and high-performing executive office.

Qualifications

• 5+ years of progressively responsible executive support experience, including substantial experience directly supporting a C-Suite executive or equivalent senior enterprise leader.
• Demonstrated success managing a complex executive calendar, high-volume requests, shifting priorities, and sensitive matters in a large corporate environment.
• Exceptional judgment, discretion, integrity, and executive presence, with the ability to handle confidential information and navigate high-stakes situations.
• Strong business acumen and the ability to understand enterprise priorities, recognize dependencies, and anticipate the executive’s needs.
• Excellent written and verbal communication skills, including the ability to draft and refine executive-level correspondence, presentations, and briefing materials.
• Highly organized and detail-oriented, with disciplined follow-through and the ability to manage multiple workstreams without losing sight of deadlines or quality.
• Proven ability to work independently, make thoughtful decisions with limited direction, and appropriately escal…
• Ability to build credibility and productive relationships with Board members, senior leaders, employees, clients, regulators, and external partners.
• Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, and Adobe Acrobat; willingness to adopt new technologies and productivity tools.
• Flexibility to support time-sensitive matters outside standard business hours and to travel occasionally, based on business needs.

Preferred qualifications

• Experience supporting a public-company executive, Board of Directors, or executive leadership team.
• Experience in financial services, insurance, legal, compliance, regulatory, or another highly regulated industry.
• Bachelor’s degree or equivalent combination of education and relevant experience.
• Experience coordinating enterprise-level events, leadership meetings, or cross-functional strategic initiatives