Dynamic Executive Assistant to Senior Leadership

Jobvite, Inc.; New York (NY); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health benefits

Dental & Vision benefits

Retirement plan with pension

Paid holidays and leave

Professional development

Public Service Loan Forgiveness

Wellness reimbursement

Back-up caregiver

Job summary

The New York City Housing Development Corporation (HDC) seeks an Executive Assistant to support the Chief of Staff and executive leadership in the President’s Office. You will serve as the primary contact for internal and external stakeholders and back up the President’s Executive Assistant.

Responsibilities include managing complex calendars, coordinating travel, preparing confidential materials, and facilitating communications across senior leaders.

Qualifications

• Bachelor’s or associate degree preferred; or a minimum of five years of relevant experience supporting executive staff.

Responsibilities

• Maintain executives’ appointment schedules by planning and scheduling meetings, conferences, teleconferences, and arranging travel plans, itineraries and agendas.
• Manage active calendars of appointments, identifying and anticipating potential conflicts for the weekly schedule and helping to ensure that schedules are followed and respected.
• Prepare and submit expense reports and coordinate the timely submission of team members’ timesheets.
• Draft, compile, and prepare correspondence, briefing documents, and other materials, including sensitive and confidential communications, in advance of meetings.
• Research, prioritize, and follow up on matters directed to executives, including sensitive or confidential issues; determine the appropriate action, referral, or response, as appropriate.
• Compile documents and preparatory materials in advance of meetings
• Conserve executives’ time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Coordinate and schedule candidate interviews in support of hiring efforts across departments.
• Assist in planning employee events, including coordinating with vendors, managing space logistics, arranging setup, cleanup, and submitting expense requisitions in a timely manner.
• Assist with outreach and registration of staff for major conferences, managing set up for large meetings
• Handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Proactive anticipation of executives’ needs and able to work independently to make administrative decisions and requests for information on behalf of the executives.
• Complete other duties as assigned

Skills

Executive support

Calendar management

Travel planning

Communication

Problem solving

Confidentiality

Education

Bachelor’s or Associate degree preferred

5+ years supporting executive staff

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Electronic signatures

Job description

The New York City Housing Development Corporation (HDC) seeks an Executive Assistant to support the Chief of Staff and executive leadership in the President’s Office. You will serve as the primary contact for internal and external stakeholders and back up the President’s Executive Assistant.

Responsibilities include managing complex calendars, coordinating travel, preparing confidential materials, and facilitating communications across senior leaders.