Executive/Administrative Assistant

JobDiva, Inc.; New York (NY); Hybrid; USD 33,000 - 56,000; Part time

Benefits offered by this job

Weekly pay

Health insurance

Dental insurance

Vision insurance

Job summary

JobDiva, Inc. is seeking an Executive Assistant to support one or more leaders with high-level administrative duties and project coordination.

The role involves calendar management, travel planning (including international), and coordinating complex meetings in a hybrid on-site setting in New York City. The ideal candidate has an associate degree with 3+ years of administrative experience and strong MS Office skills, plus excellent organizational and communication abilities.

Qualifications

• Associate’s degree or higher.
• 3+ years of administrative experience.
• Advanced proficiency with Microsoft Office Suite.
• Excellent organizational and prioritization skills.
• Strong project management abilities.
• Ability to work independently with sound judgment.
• Excellent written and verbal communication skills.
• Ability to interface with executives and high-level contacts, including international travel coordination.

Responsibilities

• Manage Outlook calendars and optimize schedules for conflicts.
• Organize daily administrative tasks and multiple projects efficiently.
• Coordinate department commitments and timelines, including status updates.
• Communicate critical information clearly to executives and teams.
• Draft error-free documents and maintain confidentiality.
• Plan and coordinate complex meetings and travel arrangements, including international trips.

Skills

MS Office Pro

Organizational skills

Project management

Independent work

Communication skills

Executive liaison

Travel coordination

Education

Associate degree

Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Executive/Administrative Assistant #26-02491

Up to $41.12 per hour New York, NY Onsite

Job Description

Title: Executive Assistant/Hybrid

Location: 1W37 One West 37th Street, New York, NY 10018

Compensation: $41.12hr | Weekly Pay + Optional Benefits

Benefits: Paid weekly, health, dental + vision insurance available!

Schedule: M-F/Full-On Site 3 days a week at the NYC office Hybrid

Contract Length: 3 months| conversion pending attendance, performance, and business need

Start date: 10/19/2026

GENERAL FUNCTION:

The Executive Assistant provides administrative support and coordination to one or more organizational leaders, as well as project support as appropriate. The Executive Assistant is a team player who acts as a role model for other administrative support staff by demonstrating consistent high-level performance and maintaining the utmost professional demeanor and highest level of confidentiality and trust.

MAJOR DUTIES & RESPONSIBILITIES:

• Manages Outlook calendars, and recommends possible efficiencies or resolution to conflicts
• Organizes and prioritizes daily administrative responsibilities
• Organizes multiple projects with various leaders and/or teams effectively; ensures important matters receive top priority
• Proactively manages department commitments and timelines such as project status updates, performance appraisals, etc.
• Ensures supervisor is aware of critical dates and deadlines; follows up where needed
• Accurately and effectively communicates relevant and potentially sensitive information to and from others including inner-departmental and cross-functional team members and other business leaders
• Drafts correspondence as necessary and produces error-free and grammatically correct documents
• Maintains a high level of confidentiality and exercises good judgment
• Demonstrates strong communication skills
• Coordinates and manages details of advanced travel arrangements, including international travel and exp
• Organizes and coordinates complex meetings and events as required (including department team building and whole company cultural events) and traveling on occasion to large meetings/summits/site visits.
• Anticipates and follows up on requests and issues with a proactive, problem-solving approach
• Creates an environment that fosters teamwork and trust
• Proactively communicates potential issues and reminders to executives and coworkers as appropriate
• Organizes and maintains files and sensitive information

BASIC QUALIFICATIONS

• Associate’s degree
• 3+administrative experience.
• Advanced proficiency with Microsoft Office Suite
• Excellent organizational and prioritization skills, and ability to balance multiple tasks
• Strong project management skills
• Ability to work independently and exercise sound judgment
• Advanced grammar and written/verbal communication skills
• Able to professionally interface and communicate among executives and other internal and external high-level individuals, including high level of contact with Italy-based associates and executives, assisting with travel and meeting needs when visiting Oakley FHR

PREFERRED QUALIFICATIONS

• Bachelor’s degree
• 5+ year’s administrative experience
• Experience supporting multiple leaders, including international travel support.

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