Executive Administrative Assistant

Emergent; New York (NY); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Emergent is seeking an Executive Assistant to support the Chief Finance and Operations Officer and other leaders. The role is integral to ensuring efficient operations within the leadership team. Ideal candidates will have at least 3 years of experience in a professional business support role and be proficient with MS Office, especially MS Outlook.

You will be responsible for arranging meetings, managing calendars, and assisting with travel arrangements. Strong organizational and communication skills are essential.

Qualifications

• Minimum 3 years of experience in a professional business support role.
• Proven skills in effective interaction across all organizational levels.
• Strong organizational skills and time management.

Responsibilities

• Arrange virtual office meetings.
• Manage multiple leaders' calendars using MS Outlook.
• Document minutes of meetings and support document management.
• Book and coordinate travel, including international trips.

Skills

MS Office

Time Management

Communication

Organizational Skills

MS Outlook

Microsoft Teams

Job description

Job Description

Location: New York or Miami preferred; other locations in the US EST time zone considered.

The Executive Assistant (EA) will report to the Chief Finance and Operations Officer and work closely with other members of the leadership team as well as the Senior Executive Assistant based in Barcelona. The EA is responsible for all administrative functions supporting the Emergent Leadership team.

1. The Executive Assistant (EA) will report to the Chief Finance and Operations Officer and work closely with other members of the leadership team and the Senior Executive Assistant based in Barcelona.
2. The EA is responsible for all administrative functions supporting the Emergent Leadership team.
3. The ideal candidate will be a culture champion who is organized and detail oriented, promoting the company’s core values and supporting the full team.
4. You will join an exciting organization that deeply cares about growing with people who question assumptions, have strong judgement, execute fast, take ownership, act responsibly, and help the team advance and improve its standards.

Responsibilities

• Arrange virtual office meetings
• Arrange external meetings with various stakeholders
• Calendar management of multiple leaders with MS Outlook Calendar
• Set up videoconferences (domestic, international; from small to very large in scope)
• Document minutes of meetings, support documents and MS Excel file management
• Travel booking, coordination, approvals (domestic and international air, hotel, car) and visa support
• Time & Expense and Invoice Reporting and Reconciliation
• Assist with new employee onboarding and new hire orientation support
• Other duties as assigned

Qualifications

• Minimum 3 years of experience in a professional business support role
• Demonstrated ability to interact effectively with all the levels of an organization
• Must have experience with software tools such as MS Office, MS Outlook and Calendar, Microsoft Teams
• Strong organizational skills including good time management skills and responsiveness
• Excellent communication skills (both written and oral)
• Ability and comfort interacting with all levels of the organization
• Strong attention to detail
• Motivated team player with a positive attitude who works well in a fast‑paced environment
• Successful track record of managing competing priorities effectively through a proactive approach
• Candidate should be flexible/willing to work across this delivery landscape which includes remote and on‑site office work

Additional Information

Applicants must have work authorization in the US.

Emergent provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, local or other applicable laws.