Executive Assistant

American Society of Administrative Professionals; New York (NY); On-site; USD 80,000 - 130,000; Full time

Job summary

Hart Howerton in New York is seeking an Executive Assistant to support the CEO with calendar management, travel planning, and executive communications. The role requires coordinating meetings, preparing materials, and ensuring confidentiality across multi-state operations.

The candidate will manage proposals, billing correspondence, and special projects, while partnering with marketing and project teams. A Bachelor’s degree or equivalent and 6+ years of experience are expected, with strong MS

Qualifications

• Supports CEO and executive team with confidential communications and scheduling.
• Requires 6+ years of executive or administrative experience.
• Proficient in Microsoft Office; able to prepare reports and memos.

Responsibilities

• Provide high-level administrative support for the CEO and firm leadership.
• Manage calendar, meetings, travel, and expense processes.
• Prepare proposals, reports, and client communications with accuracy and speed.
• Coordinate internal and external communications with professionalism.

Skills

Executive support

Communication

Organization

Time management

Multitasking

Confidentiality

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

Adobe

PC-based networks

Job description

Executive Assistant – Hart Howerton

The Executive Assistant’s primary role is to support the CEO in the New York office and facilitate administrative functions throughout the firm. This role contributes to the overall efficiency of the firm by providing administrative support and executive level communication both within Hart Howerton and externally to clients and consultants.

Responsibilities

Client Interface: Provide high-end, professional front-line interface for CEO’s contacts and clients in person, via email, and over the phone.

Calendar Management: Maintain and manage appointments by tracking availability while the CEO is present in the office and traveling. Coordinate and schedule availability to attend various firm, team and project meetings, performance reviews, interviews, etc.

Meetings: Assist in coordinating and preparing for firm, project and client meetings, which may require document scanning, photocopying, editing and revising documents and/or presentations often with tight deadlines. Coordinate meeting preparation by scheduling, arranging and delivering meals and beverages, preparing dial-in information for participants, and delivering relevant materials to the meeting.

Travel and Expense Reports: Coordinate travel arrangements, including air and land transportation, lodging, appointment of onsite contact person at destination, book dining reservations and create travel files to accurately account for all trip related itineraries and receipts. Coordinate with travel agency for best time and cost options, present to executives and finalize booking. Process monthly expense reports and credit card reconciliations in a timely manner.

Proposals: Receive information via print, email, or verbal and prepare, format and send proposals for projects managed by the CEO and other teams within the firm.

Continuing Education & Professional Licensing: Track, maintain and process multi-state continuing education records and keep professional licensing current. Use tracking system to manage when requirements are due, review coursework options with CEO and register for courses. Prepare and provide documents needed before course as needed.

Marketing: Interface with internal marketing team and external marketing consultants, assist with mailings to various marketing groups.

Billing Letters and Project Management Plans: Prepare and send numerous billing letters for projects. Prompt monthly PMP requests and coordinate meetings with PMs to accomplish PMPs in a timely manner on a monthly basis.

Timesheets: Collect information and input the CEO’s weekly timesheets, in a timely manner.

Weekly PAB Calls: Participate in PAB calls as needed, take meeting minutes when required.

Special Event Coordination: Work with Social Committee and staff on various office events. Be knowledgeable and professional in New York dining, booking and hospitality.

Contact Databases: Maintain and manage CEO’s contact databases; support CEO by sending out individual emails as well as large group emails to external clubs and foundations.

Deliveries: Prepare overnight deliveries, drop off at shipping vendor, or other designated locations when necessary.

General: Provide general administrative support by coordinating workflow, information, project schedules, production, accounting, consultants, clients, and other entities involved in both corporate and project work.

Support: Serve as a reliable administrative resource to both the firm and the broader team. Support others in the firm when the CEO is traveling.

Other duties as may be assigned, including but not limited to personal errands.

Qualifications

Bachelor’s degree or equivalent experience, 6+ years of executive or administrative experience.

Requirements and Skills

Maintains confidentiality and security of sensitive employee and firm information. Reliable attendance in office 5 days per week. Well-organized, detail-oriented, ability to plan, organize, multi-task and use time effectively. Strong follow-up skills. Experience in managing multiple priorities, administrative coordination, and logistics. Exceptional communication skills, both verbal and written. Effectively able to work well with others at all levels of the company, both onsite and remote. Ability to quickly analyze and resolve problems and adhere to applicable laws and firm mission, using initiative, industry experience, and good business judgment. Ability to read and interpret written information including business documents, contracts, forms, email correspondence and follow instructions. Ability to prepare reports, correspondence and memos. Work independently as well in team environments, and under general supervision. Provides prompt and courteous customer service. Working knowledge of PC-based desktop computers and server-based networks. Proficient in Microsoft Suite: Word, Excel and Outlook. Use of Adobe is preferred.

Our Mission

Our firm’s practice is interdisciplinary. We think in terms of designing complete environments that respond to market, environmental and client objectives. We are committed to the professional growth of our staff and promote collaboration, a team environment and sharing knowledge firm-wide and with our clients.

For consideration in the NY office, please submit your resume directly by email to Human Resources, Beth Repeta at [e-mail].